(Focus Pocus Part 2)
Following on from Focus Pocus Part 1, here are 10 Steps that when followed, will help you increase and sustain focus, and give a significant boost to your energy, productivity and fulfilment.
Notice that I said when followed. To get the results you have to do the work, and the work in this case is to follow the steps – completely and in order. Use all of them. Don’t edit the list, or decide that some of the steps don’t apply to you – they do. They are a set, and they are designed to work together. They have been extensively researched, and they work – if you do them.
Here are the 10 Steps:
- Start with Why
- Be a Pessimist
- Break it down
- Be specific
- Time block
- Clear the decks
- Start
- Take breaks
- Make notes
- Remember Why
Start with Why
Everything needs a purpose – otherwise, why bother? So right at the start, whatever it is that you are doing, create a powerful purpose that you are convinced by.
Ideally it will inspire you as well, but the nature of work is such that that is not always directly possible. Sometimes things need to be done just because they need to be done, and on those occasions you can borrow the inspiration from a bigger purpose. For example, you might find it difficult to get inspired by writing a proposal, but if you remember that it’s an important step towards fulfilling your business growth target, and that that in turn takes you towards an important and inspiring life goal, than you can borrow inspiration from the life goal.
Think about how the project or task fits into your wider goals and objectives. What it will allow you, or others, to do that you wouldn’t be able to do without this step happening first.
Don’t take too long working out the purpose for any particular project or task – that’s really just a form of procrastination. However, do remember that having a convincing and powerful purpose will help you maintain focus and follow through to completion.
Be a Pessimist
Don’t overestimate what you can get done in the time available.
Most of us tend to set ourselves up for failure by underestimating how long something will take to complete, whilst simultaneously overestimating the amount of time you have to do it in.
I call this the Best Result Bias, and it comes about because if we have once managed to do something in, say, one hour, then our optimistic mind interprets that best result as the standard time it takes. It’s not.
Similarly, if we have eight hours available in our work day, your Best Result Bias will calculate on the basis that you will get eight of hours of solid work done. You won’t.
This double negative impact of the Best Result Bias lies at the source of stress and missed deadlines, and consequently undermines your sense of achievement and ability.
Instead, be a pessimist.
When planning make sure you include everything that could go wrong as you estimate how long a task or project will take. And remember that the theoretical length of your work day will be substantially reduced by interruptions, travelling, breaks and other incidentals.
It’s far better to schedule more time than you end up using, rather than less. You will suffer less stress, be on time more often and feel good about your achievements. You’ll also receive little pockets of “bonus” time, that you can use for whatever you choose.
Break it down
Break down your projects and tasks into manageable chunks. This has several advantages:
- The task feels less daunting and easier to take on – so any resistance is reduced.
- You know exactly what you have to do, so you won’t forget bits.
- You’ll do things in the most efficient and effective order.
- If it’s not immediately urgent you can spread the tasks over time – meaning you don’t have to rush everything when a deadline arrives.
Be specific
The more specific you are as your define your task, the clearer you’ll be about what there is to do, and the easier you’ll find it to maintain your focus all the way through to completion, because you’ll be more aware of how you are progressing.
Time Block
Once you’ve decided how long you need, and when you’re going to do it – block out that time in your schedule, and treat it as sacred. Do not allow other thoughts, things or people to steal it from you.
Clear the decks
Get anything and everything that could distract you out of the way. This can include other work, objects, apps and people.
A clean and tidy environment (mental as well as physical) will help you focus.
Turn off your phone and close your email and any other distracting programs. (see Kill Your Distractors Part 1 and Part 2 for more detail)
Train people not to interrupt you when you’re doing focussed work. This can feel uncomfortable at first, but is remarkably easy to do.
It’s also a really good idea to schedule time each day to deal with the little stuff. How long and how often you give to this depends on the nature of your work and day. For example, you might find that an hour at each end of the day allows you to deal with all the small but (seemingly) urgent things that arise – the two minute email, scheduling appointments, returning brief phone calls etc.
Generally try to apply the two minute rule from David Allen’s Getting Things Done productivity method to this time slot. If you can complete a task or follow-up in two minutes or less, jump on it and get it out of the way. If it’s going to take longer than that – because you need to research it, talk to someone else, look something up, or produce something – then schedule a specific time to do it
Start
It might seem obvious, but when the allotted time block arrives – just start.
Procrastination is one of the biggest enemies of focus. You will always be able to come up with reasons why now is actually not the best time after all, so don’t even entertain those thoughts.
Just Start!
Take breaks
Frequent, but short, breaks keep your mind fresh and focused. Every half hour or so, take a five minute break. Get up, walk around, get some water. Even read a book for a few minutes.
The key though, is to stick to the five minutes. Longer than that and you’re likely to lose where you were in your task and will have to take time to reset yourself again.
Every couple of hours take a longer fifteen minute break.
Make notes
Sometimes, despite all your preparations, and all your good intentions, you will get interrupted.
Emergencies (real or imagined) do arise. People who can’t be ignored will trample into your immaculately prepared workspace.
When this happens, and before you allow the interruption to take hold, take a few moments to write a brief note about where you are in your task. When you return to it later this can save you a lot of time – literally hours in some cases.
Make sure you always have whatever you need to make your notes (pen, paper, post its, note software etc.) close to hand.
Remember Why
Keep your purpose in mind. When you’re tempted to do something else than stick to your plan, remembering your purpose will help you maintain your focus through to completion.
Finally
Don’t worry if you are not perfect at implementing this strategy straight away. That’s not the point.
Try it. Do you what you do. Notice what worked, and what didn’t. Bring your learning to the next you use it. Repeat and get better.
Over time you will gain more and more benefit, and eventually these 10 steps will become a habit.