Solutions for Distraction

 Make it your New Year’s resolution to adopt a solution

We know about the problem, now let’s look at solutions. Remember, distraction could be killing productivity by disabling our focus and attention at work (see previous post). Make it a priority to cut out distraction at work this year.

Here are some tips on what to do:

Control distractions NOW

Distractions are often unavoidable but they need to be controlled. The aim is spend less time and achieve better results. There are three ways to control distraction: Focus on priorities, control interruptions and build personal attention capacity.

1. Focus on priorities

·        Identify 3 priorities for the day. Build your time/action plan around these and then review at the end of each day.

·        Use lists to keep track of actions and tick them off as you go; this will also give you a feeling of achievement!

·        Limit search and internet time follow up the top three search options. 80% of the content and ideas will be there. Don’t sweat over the 20% that will take you 80% longer to read!

·        Manage hyperlinks by leaving them until the end of the article when you have the ‘gist’ of the entire piece.

2. Control Interruptions

In my experience, the four main culprits are: email, open-plan offices, leaders and meetings.

Email

Email arrives all day and the expectation to answer or read and it can feel overwhelming when there are over 100 messages a day. You can’t change it, but you can control it better:

• Avoid logging in to email for the first hour each morning – instead do the thing that is highest priority
• Chunk email time throughout the day – say, 5 minutes every hour or 10 minutes x four times a day. Switch off between sessions to avoid an automatic reaction.
• Ask for time. Do what a friend of mine does – add a line to your signature apologising that you may take up to two days to answer emails because you are so busy. People will soon relax with this idea; take the pressure off.
• Use technology Check out these great ideas by Debbie Mayo-Smith on managing email using the technical ‘tricks of the trade’. Check this next link out after you have finished this article or you will fragment your thinking
• Have a team email protocol. For example, stop copying others unless it is important and don’t email to others when you could talk with them.

Open-plan offices

Interruptions by others can be difficult but not impossible. Others need to develop new habits of their own around you and for themselves too. This takes time; persist. Be a Role model.

·        Introduce the idea of ‘open’ and ‘closed’ time. Put a reversible notice in a prominent place and remember to change it. If there is no room, use a sign on the back of your chair (like you get on an airline) saying ‘do not disturb’ and ‘disturb me now’. Be as humorous as you can; this will be more likely to work.

·        Share a time plan of your day with those most likely to disturb you and ask for support.

·        If all else fails, gently ask people to come back in half an hour ‘when I have finished this urgent report/plan’.

·        Stop interrupting others in the office. Ask them about their needs and respect them; people will vary.

Leaders

It is important for leaders to recognise and act on supporting their teams in dealing with distraction.

·        Communicate. If your leader regularly interrupts your work it is time to sit down and talk about your priorities and your joint needs.

·        As a leader, be careful – what seems like delegation to you may be an unexpected disruption to a team members’ day unless you give plenty of warning. When urgent priorities arrive at your door unexpectedly, you may need to talk about this with your leader rather than pass the problem on.

·        Share ideas and build rules within the team for dealing with distraction and building attention.

Meetings

A lot of available time is wasted in meetings that are ineffective because of boredom. Meetings should be very powerful structures for reaching collective results. Poor meetings can lead to chronic inattention. This creates what I call a vicious meeting cycle: ineffective meetings, less time to do normal work, stress leading to even less effective meetings and daily work.

·        Review regular meetings  check their purpose – then cut back unnecessary ones

·        Question the need for a meeting Before calling a meeting ask whether the result would be better achieved another way

·        Have a meeting plan  including an effective agenda (not a subject list) and time allocations

·        Invite those who can contribute in some way

·        Learn techniques to harness the attention and combined wisdom of a group at a meeting to get better results.

·        Be ‘present’ at meetings; switch off texts as well as email notifications. Try to stay focused on the discussion and contribute. If this feels impossible, give feedback about the meeting to the meeting leader.

3. Build internal attention

Once distractions are under some control, concentrate on building capacity for attention. Attention is a state of mind that is created by the brain and it can be practiced and improved significantly. A person with a disciplined mind can cut out distractions around them at will.

I always remember attending a yoga class in a noisy gym. Music was blazing loudly from the next room and children were screaming in the pool. The teacher was asking us to relax and be calm. I suggested that turning off the music and the kids would help – I was agitated. I remember the surprise on the teacher’s face when she replied ‘Oh I hadn’t noticed the noise – and now you mention it, the children remind me of a row of noisy sparrows chattering away together’. I think I had been given a nicely worded nudge to develop my inner attention! However, that memory has always reminded me that we can overcome distraction – because it is within our ability to choose our mental state. She had clearly practiced more than I had!

Recent scientific research into the brain has confirmed that we can indeed develop attention. It is one of our most useful mental skills at work.

The next post will look at tips for practicing and developing attention.