It seems like we’re all struggling with focus. Stress, an overwhelming to-do list, and sheer exhaustion all impact our ability to think clearly and concentrate. This struggle to focus hampers our productivity, causing us to feel like things are spinning out of control, which further increases our stress. But there is help. Our coaches suggest trying the three methods below, used in conjunction or alone, to improve focus and clarity around your work, goals, and tasks.
Brain Dump
Step 1: On a blank piece of paper (it’s better to handwrite it, but if you prefer typing, open a blank doc), write down everything you’re carrying in your mind. This is more list than paragraphs.
You should include to-dos: calls to make or return; projects to complete; appointments to schedule; bills to pay; emails to address; errands to run; conversations you’ve been putting off; as well as things that are bothering you or that you’re worried about, anything and everything swirling around in your mind.
Step 2: Go through your list and circle everything that you can do something about. If you’re worried about someone’s reaction to something, don’t circle that.
Step 3: Use a second piece of blank paper (or open a new doc) and transfer all of your circled items to the new sheet, but as you do, divide them by work and other. Then break them down into smaller categories: calls to make, emails, projects, items to delegate, organize, and review, worries/concerns you can take action on, conversations you need to have, etc.
For more on brain-dumping see author and Stanford M.B.A., Nir Eyal’s article, “How a Morning Brain Dump Helps You Stay on Track All Day.”
Time Blocking (also called Time Boxing)
Divide your day into “blocks.” Mark off where you have meetings or appointments already scheduled. Then begin assigning each block a category. The first block, could be “Focus Work,” the second, “Internal Meetings,” the third, “Email,” etc. Schedule tasks that are more complicated and require deep focus for the time of day when you have the most energy. Save email and other low-concentration tasks for when your energy is below peak levels.
To read more about Time Blocking/Boxing, check out this article in Psychology Today, also by Nir Eyal, or this one by Sherri Gordon on VeryWell Mind.
Choose Your One Thing
Each day choose one priority item that you must complete. If you’re working on a larger project, your item might be the next step in moving that project along.
This doesn’t mean you will do only one thing each day, but it’s a commitment to yourself that this particular thing will get done. For you, that might mean tackling it during your first time block of the day, or if you are more focused in the afternoons, you might knock it out during an afternoon block. Do what works for you.
For a helpful (and entertaining) look at this concept, see Jake Knapp and John Zeratsky’s book, Make Time: How to Focus on What Matters Every Day.
BONUS ITEM: Our coaches advise keeping a notebook or writing pad on your desk to jot down emergent tasks you’re assigned or to-dos you suddenly remember. If you quickly “capture” these items by writing them down, you can continue to work on the task at hand rather than constantly breaking focus. Once the current task is complete, assign new tasks to the appropriate time block.
Avenue 8 Advisors work with you to build the skills that make your work more productive, effective, and enjoyable.