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12 Ways to Prevent Distraction When Trying to Get Things Done

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12 Ways to Prevent Distraction When Trying to Get Things Done

Productivity can hold you back and hold your company back, as many reports now find.

productive-timetable

    Productivity is getting more and more attention as the realisation that what you get done, and not how many hours you spend at the office, is what counts. Productivity will affect that promotion you want, getting a great review, or building the character people see.

    The good thing about productivity measures being taken by companies is that many have moved from the rigid 9 to 5, 40-hours-a-week drudgery to understanding that people often can’t force all aspects of their life into such a model. In the end, some part of their life will suffer and that in turn will affect their productivity.

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    For most knowledge workers today, i.e., workers whose currency is knowledge and not physical labour, working flexibly is possible. A laptop, an internet connection and a phone can achieve a lot in a day. But whether you are working from home or working at the office, there are distractions that need to be recognised and individuals need to know how to counteract them before suddenly realising that an hour has been lost that can never be gotten back.

    We often slip into allowing distractions to control our lives. You can regain control.

    What are the top distractions from work and how can you counteract them?

    1. People

    Chatty co-worker/loud headphones

    Most people are nice. Don’t be afraid to approach co-workers and let them know (kindly) that they are distracting you from your tasks. Suggest that they take their conversations to the cafeteria, to a quiet corner, or to lower their voice if that is sufficient for you. Ask them to take the headphone sound down a decibel or two. Make it clear that you are not trying to be a pest. You just need quiet time to get your stuff done.

    Constant questions

    If it’s a newbie, cut them some slack. However, if it persists then some steps need to be taken to limit the amount of distraction constant questioning causes. Ask your colleague to be sure that the question needs to be answered “right now” (i.e. is it inhibiting them from their work or is it merely “good to know” or “can be done later”). Authority to approve tasks can be delegated to others. You can designate times of the day when you answer questions over chat or in a brief meeting.

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    Loud phone voice

    Thankfully, more and more mobile phones are being used rather than fixed lines. This means whoever is causing the distraction has the power to move out of earshot if they can’t self-regulate their vocal chords. Similar to the first point, be friendly about it and ask your colleague/friend/whoever to take the call in another room. It’s quite possible that they didn’t even realise they were shouting!

    Family

    Working from home can be awesome and difficult, but everything can get done with good planning. At the beginning of the day have a list of what needs to get done, at what time it needs to be done, the estimated length of the activity, and how much that leaves you for your work. You can orient your family to know when you need to be left alone and when you are available. A good recommendation is to break your work into 90 minute stints. This is time enough to get focused and also give your brain regular breaks to refresh and process information.

    2) Things

    Cluttered desk/computer/inbox

    A cluttered desk stresses us out more, whether we like to admit it or not. Have the self-discipline to keep on top of it and it will never get out of control. Spend a day (or whatever time necessary) getting everything in order and at the end of each day make sure your items are filed, correctly piled or otherwise organized into something that makes sense to you. If you find yourself saying “it’s here somewhere” then your system is not working. Delete/dump stuff that you really don’t need, or at least transfer it to cloud storage/hard disk so it’s out of your way and out of your mind. Label or categorise items immediately. Don’t waste precious time being disorganized!

    Internet

    Self-discipline is crucial here. But if self-discipline doesn’t work, add-ons can be installed that block you from accessing chosen sites at particular hours of the day.

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    IM and SMS messages

    Make use of the “invisible” or “busy” button. Decide when you are going to be live and for how long, and send colleagues your schedule. It works similar to office hours. It depends on the job, of course – IM can be essential for some tasks, especially long-distance teamwork. Just be smart about it. In return, don’t spam your own workmates with irrelevant messages. Strike a balance, remembering that whilst you do want a good rapport with your colleagues, your goal is to GET THINGS DONE!

    Your chair

    Ah, the chair. Too comfy and you get relaxed and drift off. Too rigid and you get a sore back. If a major portion of your day is spent in a chair, invest in the best one possible for lumbar support. Similarly, if you spend a lot of time in the car or on an airplane, find products that can increase the health of your body rather than deplete it. Your company may even chip in on it for you. Health is one of our greatest assets, never take it for granted.

    3) Sights

    Overly stimulating/dull workspace

    There is nothing that puts me off working more than a grey cubicle. Worse: rows of grey cubicles. Office design has taken a turn for the fun and bright in recent years, with gaming corners and even massage therapists making regular appearances. You don’t have control of the whole office design, but if you work from home or you have a little space of your own then build it to be a place that makes you want to get things done. Surround yourself with things that motivate you. Is it a photo of someone whom you want to make proud? Is it a personal hero that you want to emulate? Is it a quote that nails exactly what you need to hear when you find yourself drifting off? What about the colour of your immediate surroundings? Can you control it? I personally can’t stand white walls. They remind me of hospitals, school and waiting rooms. Make sure that your work area exudes positive energy for you, and try not to clutter it with toys and gimmicks that send you off on nostalgic daydreams. Or take some advice on what not to have on your desk from this post.

    The view

    My office has an incredible view. High enough to see over the city, beside the sea and overlooking the train and metro stations. As I spend quite a bit of time at my job writing, I find the view inspirational. It can also cause me to drift off, as you can imagine! So my method is simply to sit with my back to the window during my focus hours, and let myself soak the sights in during lunch if I wish to. Alternatively, I put myself in a back office where there is no view and I don’t have to force myself to look in only one direction. Being at street-level can cause even more distractions. The noise of traffic, the movement of people, the sound of emergency vehicles… investing in a good set of blinds can help. As for the noise – perhaps sound-eliminating headphones are required in this case!

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    4) Environment

    Air conditioning/heating

    Ideally you know the temperature you’re comfortable at and can control it. Keep the air fresh enough so as to keep you alert but not so fresh that it makes you ill. I keep a woolly sweater at my desk as well in case my colleagues need more air than I. Finding your optimal temperature zone requires trying and testing, but it should generally be 22 – 25 Celsius (72 – 77 Fahrenheit).

    productivity vs temperature

      Lighting

      With our eyes already strained from looking at screens all day, it is important to also control the lighting. Incorrect lighting can result in headaches, tiredness and sore eyes – all leading to irritability and getting less done. Lighting should not glare, flicker, be uneven or cause you to lean in close in order to read something.

      More by this author

      Andrea Francis

      Andrea loves being productive and getting things done. She shares practical tips to help people achieve what they want in life.

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      Last Updated on October 7, 2021

      Are You Addicted to Productivity?

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      Are You Addicted to Productivity?

      “It’s great to be productive. It really is. But sometimes, we chase productivity so much that it makes us, well, unproductive. It’s easy to read a lot about how to be more productive, but don’t forget that you have to make that time up.”

      Matt Cutts wrote that back in 2013,[1]

      “Today, search for ‘productivity’ and Google will come back with about 663,000,000 results. If you decide to go down this rabbit hole, you’ll be bombarded by a seemingly endless amount of content. I’m talking about books, blogs, videos, apps, podcasts, scientific studies, and subreddits all dedicated to productivity.”

      Like so many other people, I’ve also fallen into this trap. For years I’ve been on the lookout for trends and hacks that will help me work faster and more efficiently — and also trends that help me help others to be faster. I’ve experimented with various strategies and tools . And, while some of these strategies and solutions have been extremely useful — without parsing out what you need quickly — it’s counterproductive.

      Sometimes you end up spending more time focusing on how to be productive instead of actually being productive.

      “The most productive people I know don’t read these books, they don’t watch these videos, they don’t try a new app every month,” James Bedell wrote in a Medium post.[2] “They are far too busy getting things done to read about Getting Things Done.”

      This is my mantra:

      I proudly say, “I am addicted to productivity — I want to be addicted to productivity — productivity is my life and my mission — and I also want to find the best way to lead others through productivity to their best selves.

      But most of the time productivity means putting your head down and working until the job’s done.” –John Rampton

      Addiction to Productivity is Real

      Dr. Sandra Chapman, director of the University of Texas at Dallas Center for BrainHealth points out that the brain can get addicted to productivity just as it can to more common sources of addiction, such as drugs, gambling, eating, and shopping.

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      “A person might crave the recognition their work gives them or the salary increases they get,” Chapman told the BBC.[3] “The problem is that just like all addictions, over time, a person needs more and more to be satisfied, and then it starts to work against you. Withdrawal symptoms include increased anxiety, depression, and fear.”

      Despite the harmful consequences, addiction is considered by some experts as a brain disease that affects the brain’s reward system and ends in compulsive behavior. Regardless, society tends to reward productivity — or at least to treat it positively. As a result, this makes the problem even worse.

      “It’s seen like a good thing: the more you work, the better,” adds Chapman. “Many people don’t realize the harm it causes until a divorce occurs and a family is broken apart, or the toll it takes on mental health.”

      Because of the occasional negative issues with productivity, it’s no surprise that it is considered a “mixed-blessing addiction.”

      “A workaholic might be earning a lot of money, just as an exercise addict is very fit,” explains Dr. Mark Griffiths, distinguished professor of behavioral addiction at Nottingham Trent University. “But the thing about any addiction is that in the long run, the detrimental effects outweigh any short-term benefits.”

      “There may be an initial period where the individual who is developing a work addiction is more productive than someone who isn’t addicted to work, but it will get to a point when they are no longer productive, and their health and relationships are affected,” Griffiths writes in Psychology Today.[4] “It could be after one year or more, but if the individual doesn’t do anything about it, they could end up having serious health consequences.”

      “For instance, I speculated that the consequences of work addiction may be reclassified as something else: If someone ends up dying of a work-related heart attack, it isn’t necessarily seen as having anything to do with an addiction per se – it might be attributed to something like burnout,” he adds.

      There Are Three “Distinct Extreme Productivity Types

      Cyril Peupion, a Sydney-based productivity expert, has observed extreme productivity among clients at both large and medium-sized companies. “Most people who come to me are high performers and very successful. But often, the word they use to describe their work style is ‘unsustainable,’ and they need help getting it back on track.”

      By changing their work habits, Peupion assists teams and individuals improve their performance and ensure that their efforts are aligned with the overarching strategy of the business, rather than focusing on work as a means to an end. He has distinguished three types of extreme productivity in his classification: efficiency obsessive, selfishly productive, and quantity-obsessed.

      Efficiency obsessive. “Their desks are super tidy and their pens are probably color-coded. They are the master of ‘inbox zero.’ But they have lost sight of the big picture, and don’t know the difference between efficiency and effectiveness.”

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      Selfishly productive. “They are so focused on their own world that if they are asked to do something outside of it, they aren’t interested. They do have the big picture in mind, but the picture is too much about them.”

      Quantity-obsessed. “They think; ‘The more emails I respond to, the more meetings I attend, the more tasks I do, the higher my performance.’ As a result, they face a real risk of burnout.”

      Peupion believes that “quantity obsessed” individuals are the most common type “because there is a pervasive belief that ‘more’ means ‘better’ at work.”

      The Warning Signs of Productivity Addiction

      Here are a few questions you should ask yourself if you think you may be succumbing to productivity addiction. After all, most of us aren’t aware of this until it’s too late.

      • Can you tell when you’re “wasting” time? If so, have you ever felt guilty about it?
      • Does technology play a big part in optimizing your time management?
      • Do you talk about how busy you are most of the time? In your opinion, is hustling better than doing less?
      • What is your relationship with your email inbox? Are you constantly checking it or experience phantom notifications?
      • When you only check one item off your list, do you feel guilty?
      • Does stress from work interfere with your sleep?
      • Have you been putting things off, like a vacation or side project, because you’re “too swamped?

      The first step toward turning around your productivity obsession is to recognize it. If you answered “yes” to any of the above questions, then it’s time to make a plan to overcome your addiction to productivity.

      Overcoming Your Productivity Addiction

      Thankfully, there are ways to curb your productivity addiction. And, here are 9 such ways to achieve that goal.

      1. Set Limits

      Just because you’re hooked on productivity doesn’t mean you have to completely abstain from it. Instead, you need to establish boundaries.

      For example, there are a lot of amazing productivity podcasts out there. But, that doesn’t mean you have to listen to them all in the course of a day. Instead, you could listen to one or two podcasts, like The Productivity Podcast or Before Breakfast, during your commute. And, that would be your only time of the day to get your productivity fix.

      2. Create a Not-to-Do List

      Essentially, the idea of a not-to-do list is to eliminate the need to practice self-discipline. Getting rid of low-value tasks and bad habits will allow you to focus on what you really want to do as opposed to weighing the pros and cons or declining time requests. More importantly, this prevents you from feeling guilty about not crossing everything off an unrealistic to-do list.

      3. Be Vulnerable

      By this, I mean admitting where you could improve. For example, if you’re new to remote work and are struggling with thi s, you would only focus on topics in this area. Suggestions would be how to create a workspace at home, not getting distracted when the kids aren’t in school, or improving remote communication and collaboration with others.

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      4. Understand Why You Procrastinate

      Often, we procrastinate to minimize negative emotions like boredom or stress. Other times it could be because it’s a learned trait, underestimating how long it takes you to complete something or having a bias towards a task.

      Regardless of the exact reason, we end up doing busy work, scrolling social media, or just watching one more episode of our favorite TV series. And, even though we know that it’s not for the best, we do things that make us feel better than the work we should do to restore our mood.[5]

      There are a lot of ways to overcome procrastination. But, the first step is to be aware of it so that you can take action. For example, if you’re dreading a difficult task, don’t just watch Netflix. Instead, procrastinate more efficiently,y like returning a phone call or working on a client pitch.

      5. Don’t Be a Copycat

      Let’s keep this short and sweet. When you find a productivity app or technique that works for you, stick with it.

      That’s not to say that you can’t make adjustments along the way or try new tools or hacks. However, the main takeaway should be that just because someone swears by the Pomodoro Technique doesn’t mean it’s a good fit for you.

      6. Say Yes to Less

      Across the board, your philosophy should be less is more.

      That means only download the apps you actually use and want to keep (after you try them out) and uninstall the ones you don’t use. For example, are you currently reading a book on productivity? Don’t buy your next book until you’ve finished the one you’re currently reading (or permit yourself to toss a book that isn’t doing you any good). — and if you really want to finish a book more quickly, listen to the book on your way to work and back.

      Already have plans this weekend? Don’t commit to a birthday party. And, if you’re day is booked, decline that last-minute meeting request.

      7. Stop Focusing on What’s Next

      “In the age when purchasing a thing from overseas is just one click and talking to another person is one swipe right, acquiring new objects or experiences can be addictive like anything else,” writes Patrick Banks for Lifehack .

      “That doesn’t need to be you,” he adds. “You can stop your addition to ‘the next thing’ starting today.” After all, “there will always be this next thing if you don’t make a conscious decision to get your life back together and be the one in charge.”

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      • Think about your current lifestyle and the person you’re at this stage to help you identify what you aren’t satisfied with.
      • By setting clear goals for yourself in the future, you will be able to overcome your addiction.
      • Establish realistic goals.
      • To combat addiction, you must be aware of what is going on around you, as well as inside your head, at any given time.
      • Don’t spend time with people who have unhealthy behaviors.
      • Hold yourself accountable.
      • Keep a journal and write out what you want to overcome.
      • Appreciate no longer being addicted to what’s next.

      8. Simplify

      Each day, pick one priority task. That’s it. As long as you concentrate on one task at a time, you will be less likely to get distracted or overwhelmed by an endless list of tasks. A simple mantra to live by is: work smarter, not harder.

      The same is also accurate with productivity hacks and tools. Bullet journaling is a great example. Unfortunately, for many, a bullet journal is way more time-consuming and overwhelming than a traditional planner.

      9. Learn How to Relax

      “Sure, we need to produce sometimes, especially if we have to pay the bills, but, banning obsession with productivity is unhealthy,” writes Leo Babauta. “When you can’t get yourself to be productive, relax.” Don’t worry about being hyper-efficient. And, don’t beat yourself up about having fun.

      “But what if you can’t motivate yourself … ever?” he asks. “Sure, that can be a problem. But if you relax and enjoy yourself, you’ll be happier.”

      “And if you work when you get excited, on things you’re excited about, and create amazing things, that’s motivation,” Leo states. “Not forcing yourself to work when you don’t want to, on things you don’t want to work on — motivation is doing things you love when you get excited.”

      But, how exactly can you relax? Here are some tips from Leo;

      • Spend 5 minutes walking outside and breathe in the fresh air.
      • Give yourself more time to accomplish things. Less rushing means less stress.
      • If you can, get outside after work to enjoy nature.
      • Play like a child. Even better? Play with your kids. And, have fun at work — maybe give gamification a try .
      • Take the day off, rest, and do something non-work-related.
      • Allow yourself an hour of time off. Try not to be productive during that time. Just relax.
      • You should work with someone who is exciting. Make your project exciting.
      • Don’t work in the evenings. Seriously.
      • Visit a massage therapist.
      • Just breathe.

      “Step by step, learn to relax,” he suggests. “Learn that productivity isn’t everything.” For that statement, sorry Leo, I say productivity isn’t everything — it’s the only thing.” However, if you can’t cut loose, relax, do fun things, and do the living part of your life — you’ll crack in a big way — you really will.

      It’s great to create and push forward — just remember it doesn’t mean that every minute must be spent working or obsessing over productivity issues. Instead, invest your time in meaningful, high-impact work, get into it, focus, put in big time and then relax.

      Are You Addicted to Productivity? was originally published on Calendar by John Rampton.

      Featured photo credit: Christina @ wocintechchat.com via unsplash.com

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