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How to Focus Your Attention and Improve Productivity with 7 Simple Tips

How to Focus Your Attention and Improve Productivity with 7 Simple Tips

Three Types of Attention

1. Focused Attention

2. Sustained Attention

3. Divided Attention

1. Focused attention is short-term by nature. Think about the last time you were thinking about an idea and someone unexpectedly knocked on your office door. You experienced focused attention just in that instant as your attention was drawn away from what you were working on, and you were forced to focus your attention on the knock at the door. Other examples are having your phone ring or sitting at a table and having a waiter drop a plate just behind you – these startling events are usually short-lived and can last as few as eight seconds.

2. Sustained attention is the attention of productivity, concentration, awareness, and meaningful focus.  Sustained attention allows you to focus your full attention on one task without interruption or distraction.  It requires complete concentration over sustained periods of time. Sustained attention is required to learn, to think, to create, to invent, to plan. Sustained attention not only requires focus but it requires the even more difficult ability to keep other distractions from pulling your thoughts away. As a writer, I will find myself in the middle of a project and look up and hours will have passed. This type of attention is often referred to “being in the zone” and it is in these divine moments of sustained attention you will find yourself wrapped up doing tasks that you love to do, utilizing the very best of your skills, challenging you to your limits. It is inside these moments of sustained attention that we experience fulfillment and joy and hope and we believe our life has meaning. When you are able to concentrate your full attention, your focus and your full energy – this is when you will dramatically improve your daily productivity.

3. The third type of attention is divided attention, often referred to as multi-tasking. Divided attention is so prevalent in America today that we eat in our cars as we drive to work, we answer emails on our computers as we listen in to staff conference calls, and we text as we sit at the dinner table. Divided attention is not really attention – it is actually “task-switching.”  You are typing a report that is due in an hour and an email alert pops up on your computer.  In the instant you saw the email pop on your screen, your mind shifted tasks from focusing your attention on the report to the email alert, and as you switch back to the task of writing the report, your mind has to reread the sentence or thought you were working on. Back and forth, switching from task to task, having to back up just a little bit during each switch – what did that email say? – where was I in the report?  And, the end result is lower productivity and the release of stress hormones and adrenaline.

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Attention is your brain’s ability to consciously choose what you will see at any given time.

Just for a moment stop what you are doing and become aware of what is happening in this moment. Your brain is a spectacular decision maker – all on its own. When you stop even for a moment and pay attention you can tell what you are wearing, what you are sitting on, the temperature of the air around you, can you hear the hum of the air conditioner or the heater, the sound of the train in the distance, you can even feel the watch on your wrist.

Just for a moment think about the importance of your brain’s ability to filter out all of the unimportant data. Attention is the ability to remove the distraction, interruption, and chaos from your life and choose to improve your ability to lengthen your brain’s ability to hold sustained attention.

The 7 steps to improve your daily productivity

Productivity is a powerful experience. Think of those amazing days where you start and actually finish projects.

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Today’s business world has taken the word productivity and replaced it with a sense of urgent busy-ness: taking a random to-do list and attempting to get as many check marks as possible.

1. Slow down.

Productivity comes from the word “produce,” often seen as an agricultural term meaning to bring forth a crop, to create something totally new,  to plant seed and grow a crop over a specific season. Being truly productive takes time.  To be productive used to mean to be attentive to something – as in “tending your crops.”

2. Think.

Improving your productivity will require you to increase your ability to focus your full attention on one thing at a time.  Building up your sustained attention span simply requires practice. Begin by setting aside as little as seven minutes at a time to think about what you need to accomplish. Taking the time to think and create a daily written plan of action can make a life-changing impact on your ability to be truly productive.

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3. Be specific – narrow your goals.

The fewer choices you have to make each day, the greater your productivity will be.  If one person has 10 goals to accomplish and another person has only one goal, the second person who has taken the time to clarify exactly what they want to accomplish is much more likely to accomplish their goal.

My friend Jason Womack says, “Allyson, if everything seems important, then nothing is really important.”  Jason is right. By narrowing your focus you will increase your productivity.

4. Sequence the necessary action steps to complete each project or task.

This may very well be the best-kept secret regarding attention and the improvement of daily productivity. You cannot just place a time on your calendar or in your smart phone to work on a project.

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Assume you have a budget review due on Friday and you have scheduled two hours on Thursday morning to complete that project. You wake up and look at your smart phone and you see a “label” naming an event on your calendar “10 am to 12 pm work on budget review.”

At 10 am you sit down at your desk and all you know is that you have a budget review due tomorrow.  You can’t just sit down and “do a project.”  You can only do one single activity at a time and those activities need to be sequenced in an order that allows you to end that block of time with a finished project.

5. Schedule an appropriate amount of time on your calendar to accomplish each task.

You might think this could be left out, but there is a lot of “mental accounting” when we begin to allocate the hours in our day.  You think a project will only take thirty minutes to finish, but it takes you thirty minutes to get your teammate off their conference call and into your office so you can finish the original thirty minute project.

6. Remove the distractions, interruptions, chaos, and clutter.

Distractions, interruptions, chaos, and clutter simply increase the number of choices you have each day for what you can do with your time.  When you are ready to improve your productivity – you have to prove it.  Put your cell phone in a different room. Turn off the TV. Deal with the problems. And, clean up your office.

7. Go be productive.

The final step now is to “do what you said you would do.” Go produce new ideas. Invent new inventions. Finish the goals you start. Be attentive. Tend to your tasks.

 Focus your full attention, talent, time, and energy and you will improve your productivity.

More by this author

Allyson Lewis

Allyson is a nationally acclaimed author, motivator, speaker, time management, productivity strategist, and executive coach.

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Last Updated on May 24, 2019

How to Be Productive at Home and Make Every Day a Productive Day

How to Be Productive at Home and Make Every Day a Productive Day

If you’ve ever wondered how to be productive at home or how you could possibly have a more productive day, look no further.

Below you’ll find six easy tips that will help you make the most out of your time:

1. Create a Good Morning Routine

One of the best ways to start your day is to get up early and eat a healthy breakfast.

CEOs and other successful people have similar morning routines, which include exercising and quickly scanning their inboxes to find the most urgent tasks.[1]

You can also try writing first thing in the morning to warm up your brain[2] (750 words will help with that). But no matter what you choose to do, remember to create good morning habits so that you can have a more productive day.

If you aren’t sure how to make morning routine work for you, this guide will help you:

The Ultimate Morning Routine to Make You Happy And Productive All Day

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2. Prioritize

Sometimes we can’t have a productive day because we just don’t know where to start. When that’s the case, the most simple solution is to list everything you need to get accomplished, then prioritize these tasks based on importance and urgency.

Week Plan is a simple web app that will help you prioritize your week using the Covey time management grid. Here’s an example of it:[3]

    If you get the most pressing and important items done first, you will be able to be more productive while keeping stress levels down.

    Lifehack’s CEO, Leon, also has great advice on how to prioritize. Take a look at this article to learn more about it:

    How to Prioritize Right in 10 Minutes and Work 10X Faster

    3. Focus on One Thing at a Time

    One of the biggest killers of productivity is distractions. Whether it be noise or thoughts or games, distractions are a barrier to any productive day. That’s why it’s important to know where and when you work best.

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    Need a little background noise to keep you on track? Try working in a coffee shop.

    Can’t stand to hear even the ticking of a clock while writing? Go to a library and put in your headphones.

    Don’t be afraid to utilize technology to make the best of your time. Sites like [email protected] and Simply Noise can help keep you focused and productive all day long.

    And here’s some great apps to help you focus: 10 Online Apps for Better Focus

    4. Take Breaks

    Focusing, however, can drain a lot of energy and too much of it at once can quickly turn your productive day unproductive.

    To reduce mental fatigue while staying on task, try using the Pomodoro Technique. It requires working on a task for 25 minutes, then taking a short break before another 25 minute session.

    After four “pomodoro sessions,” be sure to take a longer break to rest and reflect.

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    I like to work in 25 and 5 minute increments, but you should find out what works best for you.

    5. Manage Your Time Effectively

    A learning strategies consultant once told me that there is no such thing as free time, only unstructured time.

    How do you know when exactly you have free time?

    By using the RescueTime app, you can see when you have free time, when you are productive, and when you actually waste time.

    With this data, you can better plan out your day and keep yourself on track.

    Moreover, you can increase the quality of low-intensity time. For example, reading the news while exercising or listening to meeting notes while cooking. Many of the mundane tasks we routinely accomplish can be paired with other tasks that lead to an overall more productive day.

    A bonus tip, even your real free time can be used productively, find out how:

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    20 Productive Ways to Use Your Free Time

    6. Celebrate and Reflect

    No matter how you execute a productive day, make sure to take time and celebrate what you’ve accomplished. It’s important to reward yourself so that you can continue doing great work. Plus, a reward system is an incredible motivator.

    Additionally, you should reflect on your day in order to find out what worked and what didn’t. Reflection not only increases future productivity, but also gives your brain time to decompress and de-stress.

    Try these 10 questions for daily self reflection.

    More Articles About Daily Productivity

    Featured photo credit: Unsplash via unsplash.com

    Reference

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