Advertising
Advertising

See How Easily You Can Minimize Distractions and Maximize Efficiency

See How Easily You Can Minimize Distractions and Maximize Efficiency

If you maximize efficiency, you will provide more value to yourself and others. You will meet goals faster and more consistently. You will live a fuller life, whether that means increasing your wealth, leisure time, or time with family. Fortunately, you can max out your efficiency, or “get in the zone,” by following three simple rules: establish a conducive environment, pursue intentional focus, and eliminate inevitable distractions. These key actions direct your focus to the task at hand and minimize attention to distractions.

I teach and lecture at a major university, write scholarly articles and computer programs, and take PhD. level classes. That is just my “day job.” At night, I like to spend time with my wife and our families, read, write for my blog, and participate in outdoor activities. Just like you, I have big dreams and must work efficiently to meet my goals. But I don’t have the will power to relentlessly work long, mind-numbing days. Perhaps you don’t either. If I want to meet my goals, I must work efficiently.

I haven’t always realized this—it’s actually a new insight for me. In the past, I believed the nonsense about “putting in the hours.” The standard advice goes something like this: “Write down all that you need to do and then do it!” This is most unhelpful because I can’t do that. I am too easily distracted.

I realized that to-do lists, while they have their place, are not the key to efficient production. Instead, I simply needed to annihilate the enemy of productivity: distractions. I knew that if I eliminated distractions, then I would achieve my goals and have more time to pursue other interests.

Advertising

Since this insight, I’ve reduced that idea of annihilating distractions to three simple keys. If you do these things, then you’ll maximize efficiency.

Establish an Environment that Is Conducive to Productivity

First, you must establish an environment that is conducive to productivity by removing potential distractions. This means that your desk must have nothing except what you need, including your desk drawers and computer desktop. Any unnecessary item in your work area makes you less efficient. It can physically, mentally, and emotionally hamper your productivity. You have to move the book you don’t need to make room for a needed document. The unfinished spreadsheet on your computer desktop distracts your attention and you need a few seconds to re-establish your momentum. Your cluttered desk drawer makes it harder for you to find what you need and adds more stress to your morning.

Decluttering your workspace is simple. Simply take everything in, on, and around your desk, put it into a huge pile, and put back only the things required for your daily tasks. Throw away everything else or store it somewhere else. It’s that simple.

Application: My desk has a computer, lamp, and whatever I’m working on at that moment. That’s it. I also keep my computer desktop uncluttered. I have no permanent icons on my desktop. When I start working on a particular project, I create shortcut icons to the important files and add these to the desktop. When I am done, I delete them. My desk drawer contains only the supplies that I need on a normal work day (pen, highlighter, labeler, stapler, paper clips, alligator clips, and rubber bands). I keep a legal pad and “collection” basket on a shelf below the desk and out of sight. My waste basket sits beside my desk.

Advertising

Remove the clutter from your workspace. This frees your mind, allowing you to be more creative and productive by eliminating many potential distractions before your work even begins.

Achieving an Intentional Focus

Focus rarely appears unexpectedly. Instead, it is intentional. You can achieve focus through a willful effort, but only for a limited time. Fortunately, the “limited time” is enough.

Parkinson’s Law tells us that “work expands to fill the time available for its completion.” This law is a consequence of distractions, which continuously steal value from our lives. What could have been two hours writing a blog post and two hours playing Frisbee with my wife turns into four hours of blogging. You must intentionally counteract this tendency.

Contrary to some who recommend strict deadlines for work (i.e. I’ll stop working on this project at 3 p.m.), I recommend working on projects for as long as you like, but working intensely. This gives you needed flexibility to make intuitive judgments about your time as the work moves forward but eliminates feet-dragging. Working in short intense bursts and taking frequent breaks, known as “pulsing,” allows to work efficiently while maintaining your mental energy. You must defeat Parkinson’s law not through strict deadlines but by working intensely or not at all. Commit yourself to working intensely for a manageable period of time, taking a brief break, and then starting over.

Advertising

Application: I use the Pomodora technique, working 25 minutes, taking a five minute break, and then repeating. During my short break, I might get a drink of water, check my e-mail or Twitter feed, or step outside. I only have five minutes, so I don’t worry about these activities getting out of hand. These breaks are refreshing and allow me to start another 25 minute session with a renewed focus. I use the Tomate Timer for Ubuntu to manage my sessions; CherryTomato timer is available for Windows and Mac. But it doesn’t matter what software you use, just find a system that works for you.

While working, make sure that you maximize your focus by working in intense, short sessions with deliberate breaks. This leads to tremendous efficiency, gives you more time to pursue other interests, and adds value to your life and others’.

Develop a System for Dealing with Inevitable Distractions

Despite your efforts to build a distraction-free workspace and work in short, focused sessions, distractions appear that you must deal with. You think of an idea for another project or someone interrupts with a bit of important information. You must collect this information for later, but in a way that does not disrupt your current efficiency. I find the collection system proposed by David Allen helpful for this.

When an important distraction appears, you must get that information off your mind quickly, but ensure you deal with it later. I quickly jot down these distractions and toss them into the collection basket that sits on a shelf under my desk. I go through my collection basket a couple of time each day, reliably, efficiently, and deliberately addressing these potentially disruptive distractions.

Advertising

Application: While writing this blog post, a couple of other good ideas came to mind. I simply jotted those ideas down and tossed them into my collection basket under my desk. Since then, I’ve added them as post ideas in my Nevernote software. Because I put the ideas into a system that I trusted, I freed my mind to continue working on the current task without trying to remember it for later or taking care of it now.

Distractions are inevitable. You must build a system that allows you to quickly continue your current work session, but ensures the information is stored and used later. A simple collection basket allows you to do this.

You Can Maximize Efficiency and Offer More Value to Yourself and Others.

You can and should work more efficiently. You deserve more than dragging your feet for eight hours every day. Fortunately, efficient work doesn’t require super-human willpower. It simply requires setting yourself up for success. You must take three steps to maximize your efficiency. No step is difficult, but all require deliberate action. First, you must remove potential distractions from your workspace. You need to deal with these distractions before they slow you down. Second, you must work in intense bursts. If you don’t, your work expands to fill the available space, infringing on time for family, leisure, and entrepreneurial side projects. Finally, you must plan for dealing with the unavoidable distractions that might disrupt your otherwise productive sessions. Quickly jotting down the information and tossing it into a collection basket allows you to get back on track while trusting that you’ll take the necessary actions later. Take these steps, maximize your efficiency, and create relentless value.

What do you think? Have I missed any important keys? How have you implemented these ideas? How else do you maximize efficiency?

Featured photo credit:  chess via Shutterstock

More by this author

See How Easily You Can Minimize Distractions and Maximize Efficiency

Trending in Productivity

1 How to Get out of a Rut: 12 Useful Ways to Get Unstuck 2 5 Must Read Self Improvement Books That Will Change Your Life 3 Feeling Defeated in Life? 9 Ways to Take Back Your Power 4 How to Use the Prioritization Matrix When Every Task is #1 5 5 Steps to Designing Your Life to Maximize Success

Read Next

Advertising
Advertising
Advertising

Last Updated on November 5, 2020

How to Get out of a Rut: 12 Useful Ways to Get Unstuck

How to Get out of a Rut: 12 Useful Ways to Get Unstuck

Have you gotten into a rut before? Or are you in a rut right now?

You know you’re in a rut when you run out of ideas and inspiration. A rut can manifest as a productivity vacuum and be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. Is it possible to learn how to get out of a rut?

Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, or a student, you will find these useful. Here are 12 of my personal tips to get out of ruts:

1. Work on Small Tasks

When you are in a rut, tackle it by starting small. Clear away your smaller tasks that have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

Whenever I finish doing that, I generate positive momentum, which I bring forward to my work.

If you have a large long-term goal you can’t wait to get started on, break it down into smaller objectives first. This will help each piece feel manageable and help you feel like you’re moving closer to your goal.

You can learn more about goals vs objectives here.

Advertising

2. Take a Break From Your Work Desk

When you want to learn how to get out of a rut, get yourself away from your desk and go take a walk. Go to the bathroom, walk around the office, or go out and get a snack. According to research, your productivity is best when you work for 50 minutes to an hour and then take a 15-20 minute break[1].

Your mind may be too bogged down and will need some airing. By walking away from your computer, you may create extra space for new ideas that were hiding behind high stress levels.

3. Upgrade Yourself

Take the down time to upgrade your knowledge and skills. Go to a seminar, read up on a subject of interest, or start learning a new language. Or any of the 42 ways here to improve yourself.

The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college[2]. How’s that for inspiration?

4. Talk to a Friend

Talk to someone and get your mind off work for a while. Relying on a support system is a great way to work on self-care when you’re learning how to get out of a rut.

Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

5. Forget About Trying to Be Perfect

If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies. Perfectionism can lead you to fear failure, which can ultimate hinder you even more if you’re trying to find motivation to work on something new.

Advertising

If you allow your perfectionism to fade, soon, a little trickle of inspiration will come, and then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

Learn more about How Not to Let Perfectionism Secretly Screw You Up.

6. Paint a Vision to Work Towards

If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

Think about why you are doing this, and what you are doing it for. What is the ultimate goal or vision you have for your life?

Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action. You can use the power of visualization or even create a vision board if you like to have something to physically remind you of your goals.

7. Read a Book (or Blog)

The things we read are like food for our brain. If you are out of ideas, it’s time to feed your brain with great material.

Here’s a list of 40 books you can start off with. You can also stock your browser with only the feeds of high quality blogs and follow writers who inspire and motivate you. Find something that interests you and start reading.

Advertising

8. Have a Quick Nap

If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep[3].

Try a nap if you want to get out of a rut

    One Harvard study found that “whether they took long naps or short naps, participants showed significant improvement on three of the four tests in the study’s cognitive-assessment battery”[4].

    9. Remember Why You Are Doing This

    Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

    What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall your inspiration, and perhaps even journal about it to make it feel more tangible.

    10. Find Some Competition

    When we are learning how to get out of a rut, there’s nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

    Colleagues at work, competitors in the industry, competitors’ products and websites, and networking conventions can all inspire you to get a move on. However, don’t let this throw you back into your perfectionist tendencies or low self-esteem.

    Advertising

    11. Go Exercise

    Since you are not making headway at work, you might as well spend the time getting into shape and increasing dopamine levels. Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, or whatever type of exercise helps you start to feel better.

    As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

    If you need ideas for a quick workout, check out the video below:

    12. Take a Few Vacation Days

    If you are stuck in a rut, it’s usually a sign that you have been working too long and too hard. It’s time to get a break.

    Beyond the quick tips above, arrange one or two days to take off from work. Don’t check your (work) emails or do anything work-related. Relax, do your favorite activities, and spend time with family members. You will return to your work recharged and ready to start.

    Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest.

    More Tips to Help You Get out of a Rut

    Featured photo credit: Ashkan Forouzani via unsplash.com

    Reference

    Read Next