It’s 4:30 already and I haven’t touched my to-dos!
How many times have you said, “where did the day go”?
Either I have been in too many meetings, got caught up in multiple email chains, internet browsing, or sidetracked by text, social, or online chats. As a WFH parent, it could be the kids or chores that get the best of my attention.
By 4:30, my guilt is very real! I have fallen yet again to DISTRACTION. It’s the mortal enemy of productivity.
Lack of Focus
One of the primary culprits of wasted days is the myth of multi-tasking. We are not omnipresent like God with the ability to be in multiple places at the same time. It’s scientific proof that our brains can’t think about two things at a time.
Every day there is a belief that we can supernaturally return emails promptly, be available in chat or text, work on a proposal, and participate in a meeting all at the same time.
Most inboxes are bigger than the bible and the weekly meeting schedule looks like an extrovert’s dream!
How can we ever imagine that work can get done between 9-5 under these conditions?
Multi-tasking is not the answer. Though we think we are, it’s called monotasking, which is the ability to go back and forth on multiple projects at the same time.
Lack of Boundaries
We live in a society that puts pressure to achieve and succeed at all costs.
To fit into that endless race, we have to juggle the overhead of multiple collaborative projects, the routine internal administrative minutia, and play dodgeball with the myriad of communication alerts all day long.
Our work devices are meant to make sounds, send alerts, and remind us to pay attention to the messages on the device. Though we may be off the clock, our phones keep us tuned in to the 24-7 messages.
Although the pandemic has given us the ability to cancel commutes and reclaim some time freedom to run the race even harder, the lines are blurred and it can distract us from our other priorities in life.
To get the purposeful work done with excellence (i.e., what’s in your job description), most people are sacrificing their health, family obligations, and other rejuvenating social outlets.
Lack of Simplicity
Before you rush to get these golden nuggets of focus boosters within your allotted time to work, I would like to address one big issue with productivity that needs some consideration before attacking any new tricks for your arsenal: Is checking off your to-do list really productive?
Only you can answer this, but I would encourage you to get to the “why” behind the project or business so you can get to the simplest path to success. Being busy is not productive. Being impactful is productive!
The 10 booster tools below are just a few to get your mind ready and focused on the work that matters the most.
Parkinson’s Law
Before applying any productivity system, I would encourage you to define your desired time allocation for the entire week in the office (or home office). Is it 20 hours, or 40 hours and what does that look like for each day? Unless you are an FTE that is required to put in 40 hours, this process is outlining your ideal work time. Parkinson’s Law is the philosophy that with compressed/reduced time, the same amount of work can get done and naturally pushes you to focus on the top priority and eliminate everything else on the list by deleting it, delegating it, or automating it.
Day batch
The day batching technique is built for simplifying your to-do list in categories. To apply, choose one thing or theme to focus on per day. It could be writing, it may be conversations/coaching, or a day for creating content.
Time block
This is my favorite technique to apply on top of day batching and Parkinson’s Law. The first method of time blocking is bookending the days and weeks for planning and organizing. It could be 30 minutes up to an entire day. This method is also used to block 90 minutes at a time throughout the week to get into flow for major projects.
Brain Dump
Clearing the brain can happen in a multitude of ways, but there is nothing more rejuvenating to use the last 30 minutes of your workday to outline everything you need to get done for the next day. When you keep all the randomness internalized, it weighs you down, creates anxiety, and increases the likelihood of getting caught in an open loop of meniscal tasks and distractions while you work.
Under schedule
This technique is embracing the gaps where nothing is scheduled for admin work or creative work. I recommend finding at least 2 days each week where your schedule is completely clean of meetings. When scheduling white space (or under-scheduling), be sure to reduce your meetings too. Set meetings to one specific day (no more than 3 days) if you’re in collaborative work like event planning. When scheduling back-to-back meetings, under schedule the default times by 5 or 10 minutes.
Ultradian Scheduling
Know your peaks and valleys. Most people peak in energy and focus between 9:30-12 AM and again between 4:00-6:30. Block the time in the morning for writing/creating. Block the later time in the afternoon for creative conversations/supporting people. For your valleys, schedule admin stuff or email maintenance.
Open Loop Day
During your brain dumps, make and create mindless administrative tasks and allocate one time block a day or week to address your open loops. This is like paying bills, returning noncritical emails, returning phone calls, or anything else that you could categorize in your non-priority list.
Make a Snow Ball
Most productivity experts say to “Eat The Frog”. That doesn’t work for everyone! If you are like me, you like to see momentum. I need a warm-up, so I find my snowflake of a task…something that only takes 5 minutes to get me going. Intentionally add a 5-minute project to your list to start your day. Add it, do it, and watch the momentum grow!
Self Care! Walking and Napping
Get in at least two 15-minute walks a DAY. Aim for 3 if you don’t exercise in the morning. Movement gets blood to the brain which further boosts focus and creativity. Walking is not a waste of time, it’s a jolt to any knowledge worker. A 20-minute nap between 1-3 PM is like a quadruple shot of espresso. Both methods should be mandatory in workplace culture.
Defend your autonomous hours. Below are micro-hacks to minimize distractions and optimize flow.
- Set your devices to Do Not Disturb and Airplane Mode
- Shut Down Emails during your most important work
- Close Out of your chats
- Make sure your calendar reflects the exact project you’re working on.
- Turn on instrumental focus music
- Use Essential Oils – Peppermint, Orange
- Improve your physical environment. Is it clutter-free, is the lighting optimal, is your view inspiring, and is the temperature ideal? Review all elements that feed your senses for optimal work.
One quote to leave you on:
“What you stay focused on will grow” – Roy T. Bennett
