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 Effectively Manage a Heavy Workload at Work 2 Better Alternatives to New Year’s Resolutions to Reduce Your Stress 3 How Personal Finance Software Helps You Get More Out of Your Money 4 7 Steps For Making a New Year’s Resolution and Keeping It 5 How to Concentrate and Train Your Brain to Focus Better

Read Next

Advertising
Advertising
Advertising

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.

Advertising

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

Advertising

    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.

    Advertising

    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.

    Advertising

    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

    Read Next