Emails, smartphones, calls, and colleagues—the list is endless! No wonder so many people struggle with staying focused at work. Some days it may feel like you’re constantly interrupted with meetings and conversations; it can be hard to focus on your tasks and complete your to-do list.
Tech can increase productivity and give you access to tools that simplify your workday, but it can also have the opposite effect. More than half of employers say that employees’ cell phones make them less productive at work. Distractions at work often take more time than expected, but with some effort, you can reduce distractions at work and learn how to focus better so you can get more done each day.
The Most Common Workplace Distractions That Kill Productivity
When you are interrupted in the middle of a task, it may seem like you can jump right back into what you were doing with full focus, but research from the University of California shows that this is not the case. On average, it takes 23 minutes and 15 seconds to return to your original task after an interruption. That adds up to valuable minutes lost throughout the day as those emails from clients or questions from colleagues shift your focus away from productivity. It takes those minutes up top!
With more and more people working remotely, there are an increasing number of distractions to manage. Children, family members, barking dogs, and unexpected knocks at the door can all be difficult to ignore. Not paying attention can lead to higher stress levels as well as lower moods and productivity levels, all of which negatively impact the quality of work output.
At work, the temptation of distraction is real. According to CareerBuilder’s report, cell phones and texting are among the top workplace distractions. While it may be tempting to place all the blame on technology alone, other factors must also be taken into account, such as:
- Meetings
- Emails
- Noisy coworkers
- Social media
- Gossip
- Calls on speakerphones
- Co-workers dropping in
10 Tips to Reduce Distractions at Work and Stay Focused
Although employers strive to minimise distractions at work, some things cannot be avoided; meetings, emails, and phone calls are part of the job. So how can you prevent distractions without ditching your phone and laptop completely? Here are ten strategies for decreasing distractions at work and increasing focus.
1. Consolidate And Create A Plan
It may seem simple enough, but start by creating a to-do list. Studies show that having written plans of action increases productivity as they take away the stress of unfinished tasks from your mind. Organising your day and creating an organised strategy are great ways to stay on track. Prioritise each task and refer back to it if your mind starts wandering throughout the day. It helps keep you organised!
2. Limit Interruptions
While some interruptions are unavoidable, you do have control over others. One way to reduce distractions and boost focus is to take a technology break for at least 15 minutes by putting your phone on silent and turning it face down so you can’t see any notifications. Give yourself two minutes for notifications, emails, texts, etc., then try having 15 minutes of uninterrupted time by turning your phone off silent mode so that there are no alerts visible.
3. Limit personal communication to free time.
24 percent of workers admit that they spend at least an hour on personal calls, texts, and emails during regular workdays. To maximize efficiency during these times, try organizing your tasks into a to-do list for work-related calls; only occasionally should you answer one during your shift! In general, though, try to save personal communication for leisure or lunch breaks when possible.
4. Avoid multitasking.
Multitasking may seem like a superhuman feat—completing several tasks quickly and efficiently. But research has shown that doing more than one task at once—especially complex ones—actually reduces productivity. While multitasking may appear efficient on paper, research shows it often leads to longer completion times and increased errors. Therefore, it’s better to avoid it altogether.
5. Block Online Distractions
Social media, online shopping, and internet searching can all be tempting distractions. Most of us use the internet for work purposes throughout the day, but it can also be highly distracting. One way to reduce online distractions is by using focus apps and software. You could turn off phone notifications to limit interruptions; alternatively, you may block specific websites to fit around your work schedule. Apps like Freedom or Serene are great at blocking online noise so you can focus on what matters most: your work.
6. Schedule regular breaks.
Breaking up your work can have a beneficial effect on focus and productivity. Instead of working without stopping, taking frequent breaks to feel refreshed is more beneficial. The most beneficial breaks involve moving, creating, socialising, or nourishing both body and mind; research has shown that the brain functions best when switching between focus and unfocus. With regular breaks in place, researchers suggest making time for them in your schedule.
7. Set Boundaries With Colleagues
Setting boundaries at work is important for creating an environment where people can work together and get along. However, spending too much time gossiping or discussing non-work-related matters may do more harm than good.
Haley Selarnick, a licenced marriage and family therapist in NYC, states that boundaries are about what we allow ourselves to do with our lives. One thing I would suggest is taking stock of where your energy is going in your daily activities—are there places that leave you feeling drained and downcast?” This advice can be applied across many aspects of life; at work, this could mean setting boundaries around gossiping with colleagues or simply explaining that you’re too busy right now for lunchtime catch-ups.
8. Focus on Time Blocks
Another tip for increasing focus and productivity is working in time blocks. Timeboxing assigns a certain amount of time to each task, communicating your availability to your team, reminding you of pending tasks, and serving as a reference point for how much time is left over each day. Working this way gives you more control over your day than working without boundaries.
Dr. Claire Nakajima, Doctoral Psychology Resident in NYC, recommends the “Pomodoro method or any kind of timer method where you commit to working for a certain amount of time, even if it starts small.” Once you get going, Dr. Nakajima says, you may find that once you build momentum, you go beyond what was committed as long as distractions (phones, computers) are minimised.” The Pomodoro Technique emphasises working in 25-minute intervals and is an effective starting point. Dr. Nakajima suggests starting with 25-minute increments,, as this will give you plenty of freedom to achieve results!
9. Shut the office door.
Shutting the office door may not be easy for some of us, but it can be beneficial. If your office is an open-plan setup, this tip may not apply; however, if you work from home or have an office, shutting the door is a helpful way of signalling others that you’re busy and blocking out noise that might distract from work.
10. Establish an Email Schedule
Emails can easily become a distraction at work, but they are also important ways to stay in touch. One effective way to manage your inbox is to batch-check them periodically, perhaps once in the morning and again in the afternoon. In case of an emergency, expect additional messages along with emails; however, if you’re already into something important, that email can wait 15 minutes so you can finish up other tasks.
Staying Focused at Work
If you struggle with workplace distractions, know that you are not alone. Digital distractions, emails, and chattering colleagues can wreak havoc on productivity and take hours from your day. But by taking small steps, you can gain control over the situation, reduce distractions, and improve attention and focus at work. It may not always be possible to ignore client emails and meetings entirely, but creating a balance that allows focus while avoiding interruptions will allow for improved output overall.
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Credit: LifeNator
