Focus Time

Nov 2

Technological advances and globalization make things more connected and significantly improve our lives. However, they also lead to a more complex world and many distractions.

The communication overhead increases. We receive many messages and calls, our smartphones bombard us with hundreds of distracting notifications daily, and our calendars explode.

The problem is that these many distractions and meetings rob us of our time to grow and get things done. They also lead to stress and mental health problems and keep us from becoming the best version of ourselves. Instead of getting active and implementing things, we only discuss them in meetings or calls. And even when we have time for a task, we get distracted by e-mails, messages, or notifications. Therefore, our colleagues wait for us to finish our duties, and they, in turn, block others waiting for our colleagues to complete their tasks. Ultimately, the whole company gets blocked, paralyzed, and in a state of deadlock, and with it, we get increasingly frustrated, unmotivated, disillusioned, and mentally sick.

How can we avoid this situation?

Solution

We can overcome this situation with focus time. The concept of focus time for deep work was popularized by Cal Newport, a computer science professor and author, in his book Deep Work.

Focus time is a dedicated period during which you eliminate all distractions and immerse yourself in concentrated, undisturbed, deep work. The idea is to allocate specific chunks, usually 30 minutes to a few hours, where you focus on a single, cognitively demanding task or project. By doing so, you can reach a state of flow, referring to deep concentration and optimal productivity.

Advantages of Using Focus Time:

Enhanced Productivity: Accomplish more in less time by dedicating specific periods to undistracted deep work. The concentrated effort allows for higher-quality output and greater efficiency.
Improved Concentration: With continuous practice, deep work focus blocks strengthen your concentration. Over time, you will find staying focused and resisting distractions easier.
Creative Flow: Deep, focused work can lead to creative flow, where ideas stream more freely, and problem-solving becomes more natural. This heightened creativity often results in innovative solutions and breakthroughs.
Reduced Stress: Focus time offers a break from stressors, promoting a sense of calm and control.
Professional Growth: Consistent deep work sessions can significantly improve skills and expertise.
Work-Life Balance: By effectively using deep work focus blocks, you can achieve your work goals efficiently, leaving more time for personal pursuits and maintaining a healthier work-life balance.

Implementation

How do you implement focus time in your life:

Add a repeating focus time event to your calendar. (30 min +)
Let your colleagues know what focus time is, why you will use it from now on, and that you do not want to be disturbed during that time. You can find a template for this message below in the templates section.

When your focus time approaches:

Set a status message in your work messenger to inform your colleagues you are in focus time. You can find a template for your status message below in the templates section.
Activate the “do-not-disturb” mode on your phone, tablet, and laptop.
Close all unnecessary applications & browser tabs and remove everything unnecessary from your desk.
Close your door or put on headphones.
Start to work on an essential task with full attention.

Templates

E-Mail Template:

Dear colleagues, Since I get more and more meeting invitations, messages, and e-mails, it gets difficult for me to have time to be focused and get the tasks done that you and others are waiting for. To avoid creating a bottleneck for you, I have blocked time for focused work in my calendar to ensure I have enough time to finish my tasks. During focus time, I would like to remain undisturbed. You can tell that I am in focus time by the fact that I am wearing headphones / I close my door and set my <Work Messenger> status accordingly. In an emergency, you can call me two times within 30 seconds to get through the focus mode on my phone. You can find more about focus time and why I use it here: <LINK TO THIS ARTICLE>. Please let me know if you have questions about my approach.

Status Message Template:

Focus Time: I am currently concentrating on a task and want to remain undisturbed. In an emergency, you can call me two times within 30 seconds to get through the focus mode of my iPhone. You can find more about focus time and why I use it here: <LINK TO THIS ARTICLE>