Improve Focus to Improve Productivity

In our lives today, we are busier than ever before. We think technology has streamlined many tasks, but we are given more tools that give us more and more to do with less time to do it. We are stressed and overwhelmed. The phrase, “time management,” has become taboo, since it implies there are different ways to cram even more into our already overflowing lives.

We have been led to believe that if we don’t multitask every minute of our day, we will not be productive. This can’t be further from the truth. Successful people have long realized that focus is the key to being productive.

“Most of what we say and do is not essential. If you can eliminate it, you’ll have more time, and more tranquility. Ask yourself at every moment, ‘Is this necessary?’” —Marcus Aurelius

Increasing your focus means you should get up each day, looking forward to what you can achieve. Being focused means you are making progress toward what is most important to you. You will feel a greater sense of productivity and fulfillment. Multitasking is one of the most overrated skills people claim to have.

Why Focus Is important

Why is being focused so important in today’s world? What results happen when you are focused? Does being focused make you less stressed? Happier? If it’s so important, why don’t people focus more?

Being focused on one thing for a certain period allows you to do a better quality of work, more work gets done quicker, and your creative ideas flow easier. Being focused on one task at a time is less stressful on your mind. And being less stressed allows you be happier.

It’s difficult for people to remain focused on one task for a variety of reasons. For one, we live in a world where we are constantly bombarded with TV, radio, cell phones, Internet social media, as well as a much larger population that lives closer together than ever before.

It’s difficult to get completely away from all these distractions. One way is to go to a room where you can shut your door and turn off your phone and e-mail notifications.

• When you focus on a single task, avoiding distractions, your brain becomes focused on that task alone. This lets you complete that task much more quickly than if you are trying to complete two or more tasks at once. For instance, let’s say you need to write a blog post, do your bookkeeping for the week, and research information for an upcoming speech. The best thing to do is to set aside all but one task. So, for this example, you want to give all your attention writing your blog post. That means turning off the TV, cell phones, social media pings; closing your door; and putting all your attention on writing.
• By giving all your attention to the task without distraction, you can get it done much quicker and with fewer mistakes. Your work will be higher quality, as well. Another benefit to being focused is that your creativity will kick in. You’ll come up with new ideas associated with the task at hand.
• This is great if you are someone who creates. This includes trainers and instructional designers. Being constantly connected to others and having many distractions that take away your focus can affect your stress levels and your productivity. When you aren’t focused, you don’t get as much done as you could if you were truly focused on the task you’re doing.
• Focusing on one thing for a certain period helps you think better. Having your mind scattered over several tasks at once keeps you from thinking about what you are actually doing. You only have time to complete a task quickly before you must move on to the next one. All the while, you are trying to remember everything that has to be done. When you focus, you can think about only one thing for that period of time.
• Focusing allows your subconscious to do the work. Think about when you learned to ride a bike or drive a car. It was difficult in the beginning, but when you began focusing on what you were doing, your subconscious took over and helped you learn. The same is true in your everyday tasks. Once you focus solely on one task, your subconscious helps you do them quicker and easier.

Multitasking Is Overrated

If you’re like many people, you spend most days multitasking. You’re probably so used to multitasking that you don’t even realize when you’re doing it. After all, it’s a skill many employers look for in their employees. Many people like to multitask because they become bored working on one task at a time. Many people believe multitasking saves them time, but it’s better to focus instead. Focusing lets you concentrate on one task or thought at a time, helping you create a better result for each task.

Why is multitasking bad?

• Switching from task to task takes time for your mind to change into the right mindset for the new task. And it takes time to remember where you left off.
• Multitasking leads to attention and memory loss. According to a study by Harvard professor Clifford Nass, in findings published in the Proceedings of the National Academy of Science, people who use online social media and other forms of electronic communications have trouble focusing their attention and have lower scores on memory tests.
• Cognitive performance is diminished. A recent study by Zheng Wang, a professor at Ohio State University, showed that multitasking caused students to feel more productive, but showed they were actually reducing their cognitive skills abilities such as studying.
• Multitasking turns people off when you are interacting with them. People who multitask often come in contact with others. If you only half pay attention to them, answering texts and phone calls while talking to them, you will lose their respect.
• Multitaskers lose productivity. Switching between tasks is counter-productive. You lose time and concentration every time you switch to a different task.
• Multitaskers are less likely to finish one quality project. They may finish all their tasks for the day, but they will most likely be sub-par than if they had focused solely on one to completion.

Multitasking makes it difficult to focus entirely on each task you are doing. You are thinking about e-mails you have to respond to when writing a report and the phone calls you need to return even while you are thinking about the next task on your to-do list. This type of working environment doesn’t do anything but cause you stress. Instead of multitasking among several tasks, prioritize your tasks and break them up into workable time chunks.

Tips to Improve Focus

Maybe you want to focus on a single task, but find yourself easily distracted. You find it difficult to focus on what you are doing because you find your mind wandering, you’re worrying about everything, or maybe you just have way too many things you need to do to choose just one task to start with.

Here are some valuable tips on how to improve focus:

• Listen to music. Really concentrate on the music. Try to focus on a single instrument.
• Cut goals into small targets. Having an end goal in mind while working on the tasks to achieve it can frustrate you because your target goal might be too big or difficult. Your results won’t be quick, and it may seem like you aren’t getting any closer to the end. Instead of working toward the ultimate end goal, break it down into smaller, more achievable goals you can reach within a few days. Then cross each smaller goal off your list as you achieve it.
• Utilize your internal time clock. Work within your body’s most comfortable time period. Maybe you work best early in the morning before sunrise. Or late at night. Work when you are most productive. For example, many authors get up early to do their writing, while artists often do their best work late at night.
• Force yourself. You may need to push yourself some when you’re feeling lazy. If you are hitting a mental roadblock, though, take some time away from the task. Do something else until you can regain your focus on the original task.
• Learning to improve your focus will take time, but it is worth it. Begin by implementing one or two of these tips into your day to change how well you can become focused.

Track Your Time

You’d be surprised by how many people lose track of where their time goes. They might think they are focused on a single task, but are they really? One way to find out is to keep track of how you spend your time for a week. You might find out you’ve been wasting time on little things like checking Facebook once an hour.

Here are my strategies for improving your focus and increasing your productivity:

1. Track your time. Analyze the results after a week. Tweak and get rid of time wasters.
2. Plan your week. At the end of your week, find a quiet spot to plan out your week’s tasks. Write key projects and the tasks associated with them. Don’t forget to add in family activities that you take part in, as well.
3. Prioritize your list. Break down your tasks from most important to least important. Use a calendar to mark out blocks of uninterrupted time (anywhere from 15 to 60 minutes) to work on each one.
4. Eliminate what isn’t essential. Outsource what you can for things you need to do but that aren’t your strengths. This could be anything from mowing your lawn to hiring a virtual assistant to take care of your social media for the week.
5. Set your goals. Break down big or long-term goals into smaller weekly or daily goals to make them easier to focus on.
6. Set aside a specific amount of time each day for checking/answering e-mail and social media. It could be the first 30-minute task of the day, the last 30 minutes of your workday, or maybe the 15 minutes before your lunch break. Only do it once a day though. Don’t be stopping in the middle of a task to check your e-mail. The same goes for social media channels.
7. Do away with multitasking. It takes a while to learn how to focus on one project at a time, but stick with it and it will become a habit. Finish one project/task before moving on to the next one. Become laser-focused on one task at a time. This can really increase your productivity.
8. Make a distraction to-do list. The Internet has made it easy for us to become quickly distracted. As soon as we want to look something up, we hop on the Internet to do a search. “I wonder what’s happening on Facebook.” “What was the name of the actor in that movie?” “How long will it take me to drive to the zoo tomorrow?” Anytime we get distracted like this, it takes about 25 minutes to get back to the original task. So instead, next time you want to look up something or an idea pops in your head, jot it down on a piece of paper (or, even better, use Evernote).
9. Learn to say, “NO.” If you already have full day’s task list, don’t feel like you have to take on another project for someone else.
10. Create an environment that works for you. Do you need a quiet space, free from people, phones, and television noise? Set up your office so it works for you. Decorate it in soothing colors, inspiring artwork, and a comfortable chair. If you work best in a neat and clean area, make sure you put away or file papers and magazines. Get rid of clutter. If you focus better while listening to music or some kind of ambient noise, be sure to have a way to make that happen.
11. Take a break when needed. Short breaks help break up boredom and burnout when you’re working on a big project. Get up and walk around the room. Do some yoga stretches.
12. Break up or chunk it. Break your tasks down into smaller, more manageable chunks of time with brief breaks in between. For example, let’s say you’re writing an eBook. Don’t try to do the whole thing at once. Break it down. Take 15 minutes to write out your outline. Take a short break. Then take 15 minutes to research the first chapter. And so on.
13. Use an app on your phone to boost your productivity and concentration. Apps such as Evernote can keep you organized and keep track of distractions. An app such as Brainwave can be downloaded to your iPhone. In this app, you can choose settings such as Concentration Boost and Problem Solving, Brainstorming, or Memory Boost and Creative Thinking. There are other apps that help you stay focused and productive, as well.

The strategies for becoming more focused are endless. Make lists. Remove distractions. Set up your ideal environment. You need to find what works best for your style of working.

How Applied Focus Increases Productivity

Applied focus is a strategy that helps you multiply your productivity. Each session is 45 minutes long, with a 15-minute shift in focus. Or you can do 90 minutes followed by 30-minute shift in focus. In other words, you stop focusing intentionally on your task and do something completely different in the shift focus period. During the focused session, though, you don’t allow anything to distract you (except a dire emergency). Phone calls are out, e-mail is off, texting and Facebook are off-limits.

Here are some guidelines (be sure to adjust them as necessary to fit your individual situation):

1. Open only one browser or application window at a time. So if you’re writing a blog post, only your word processor or text pad is open.
2. Keep to your time sessions. Don’t go past your 45- or 90-minute session, no matter how focused you are. You need the break.
3. Get away from your task. Get up from your desk, walk around, get a drink or snack. Give your mind a break.
4. Be prepared ahead of time. Do your research during a different applied focus session than the writing session. That way, you’re able to concentrate on the writing alone.
5. Have a session set up for e-mail, telephone, and social media time.

Applied focus sessions can increase your productivity, but it will take some getting used to. Start slowly by scheduling one or two sessions a day. Once you become used to the routine, you will notice an improvement in your concentration and productivity.

Would you like more tips? E-mail me at: Bob@CTTNewsletters.com with “Productivity Tips” in the subject line and give me one way this month’s Trainer Talk benefited you.