Staying focused on tasks during a busy workday requires planning. I use different strategies to stay attentive to my work responsibilities. While these strategies help maintain productivity, they do little to manage multiple interruptions. Interruptions work against productivity and contribute to work related frustration.
We cannot fully plan to address interruptions. They are unexpected and occur randomly. We also have no way of gauging the source or scope of the interruption before it occurs. If the CEO of the company stopped by your office, I am sure you would take the time to speak with her. However, you might also accommodate your friend who works in a different department.
With this in mind, we must recognize that our individual response to interruptions or potential interruptions could determine how focused we remain. Staying focused boils down to the choices we make throughout the day. These are they types of events that interrupt our daily focus.
Phone Calls
Phone Calls create numerous interruptions throughout the day. I direct calls to my voicemail while I am working on an activity that is a priority. Caller ID allows me to screen the call in the event it may be an emergency or a family member. I can determine whether to answer or return the call with a quick glance.
When I send calls directly to voicemail, I set a time to listen to the messages. I then block off time to return calls and address the concerns.
Open Door
Social workers must maintain notes and records of encounters. When I dictate or complete notes, I place a sign on my door informing others that should not be disturbed. This strategy also works when you need to focus on a specific project. It is also effective when you just need a block of time to work without interruption.
Putting a sign on your door limits the number of people who just stop by to chat. It also gives me more control over my space.
Social Butterfly
I enjoy a rousing conversation, but I know that I can get caught up. When I am busy, I avoid looking up from my desk. If I hear people in the hall outside of my office, I may close my door. If I see people passing, using my peripheral vision, I keep my focus on my desk or computer. Eye contact is often all that is needed for someone to feel invited into an office space.
I also know myself well enough to know that even a restroom break may tempt me to visit others. I will change locations for the day, as needed, to avoid the temptation of socializing.
Boredom
Occasionally, a task may not be interesting or challenging. This creates a feeling of boredom or monotony. Time moves slowly when I am bored. While some tasks must be completed, they are not fun. When faced with a tedious task, I resist starting. I know from experience that my attention will wander and that I will struggle to stay on task.
To address this issue, I work of the task for a designated amount of time. This means that I may schedule a block of time to focus exclusively on the task. After the time ends, I will put it aside until the next scheduled block.
I use my calendar to set a completion deadline for myself. I then work backwards to schedule the blocks of time. This way, I give the task the attention that is needed. I also maintain adequate focus.
No Plan
Poor planning in a busy workspace contributes to lack of focus. I use my work calendar to plot meetings, appointments and expected outcomes. I set daily priorities and use my calendar to monitor progress. Additionally, you would notice scheduled breaks, mindful rests, and relaxation incorporated into my day.
A mindful moment re-energizes me. I may take a short walk around the office, do several full body stretches or complete a mindful meditation. These activities help me to stay focused and improve my productivity.
How do you stay focused during a busy day?
“I want to be happy, whole, satisfied and successful. What about you?”
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