What do a constant flood of emails, unnecessary meetings and chatty co-workers all have in common? They are some of the top distractions at work. While many interruptions involve technology like smartphones, others result from office gossip or simply trying to focus on too many tasks at once. In fact, according to a report from software company Unily, nearly half of employees are distracted at least once every 30 minutes during the workday. Even more shocking, almost a third of those surveyed report being distracted at least once every 15 minutes.
There are many things at stake when it comes to distractions at work. The most obvious is productivity. In research conducted by Udemy, 50% of workers say they’re significantly less productive due to workplace distractions. This isn't surprising, given that according to one study, it takes an average of 23 minutes and 15 seconds to get back on track following an interruption. Constant disruptions also take an emotional toll, which negatively impacts office morale. In the same study, 34% of respondents admit to liking their jobs less due to distractions at work. The fact that remote work is prevalent also means increased potential interruptions. Anything from children and pets to a delivery man at your front door can quickly derail your day.
Learning how to stay focused takes training and discipline. If you’re ready to reduce disruptions and maximize your time, here are seven easy ways to reduce distractions at work.
Avoid multitasking
While many people assume multitasking improves productivity, our brains aren’t wired that way. Research shows that shifting between tasks—especially cognitively demanding ones—can result in as much as a 40% productivity drop. Instead, embrace single-tasking by focusing on one project at a time. That way, you are more efficient and perform higher-quality work. This method also allows you to enter a stage of deep work where you are so engrossed in an activity that you achieve peak concentration.
Make time for structured distraction
While it might seem counterintuitive, taking scheduled breaks during the day makes you more efficient. That’s because you’re more likely to feel refreshed after stepping away from the computer. Once you restore motivation, you’re able to increase your ability to focus and generate new ideas. Even just standing up for a few minutes every hour combats sluggishness and improves your mood.
Eliminate remote work distractions
Working from home comes with its own set of potential distractions. To stay focused, set up a dedicated workspace. That includes a desk and a pair of noise-canceling headphones. If you can arrange to have a dedicated office space, even better. Set boundaries so that friends and family understand not to disturb you during work hours. If you are expecting a delivery, leave a note outside with instructions not to ring the doorbell. Also, secure your fluffy companions so they don’t interrupt you during your next Zoom call. Finally, if your home is too distracting, consider going to a coworking space with a quiet, professional environment.
Implement time blocking
Time blocking allows you to divide your day into blocks of time. That way, you can dedicate each block to a specific task. This time management structure is effective because it provides structure, improves organization and increases focus. First, prioritize your projects and tasks in advance. Then, assign specific time periods for each task. For example, you can block time in the morning for status meetings and late afternoon for administrative tasks like checking emails. This way, your day is mapped out in advance, which eliminates distractions.
Reduce unnecessary meetings
Research shows that unnecessary meetings can cost companies $100 million annually. If you feel distracted by too many meetings, ask yourself the following questions:
- Does the meeting have an agenda?
- Could the meeting be covered in an email?
- Are most of the attendees listening versus participating?
If you answer yes to these questions, you may be able to work asynchronously, which can allow for more productive conversations. Alternatively, consider adding meeting-free zones to your calendar so that you are guaranteed to have time for uninterrupted work.
Turn off notifications
Responding to every email, text and Slack message in real time may be tempting. Unfortunately, that approach can result in a serious loss of productivity. To eliminate unnecessary distractions at work, turn off all notifications. The goal is to proactively check your emails and other messages during scheduled times throughout the day. By batch-checking everything, you're able to gain control of your calendar and minimize interruptions. Finally, the average American checks their cell phone 144 times per day, which is over four hours daily. To boost productivity, store your cell phone when not in use.
Set boundaries with colleagues
A talkative co-worker or someone who pings you constantly during the day can sap your productivity. To set healthy boundaries, let them know in advance that you only have a few minutes to chat. Then, as you get close to your hard stop, alert them to the time. If necessary, interject politely. Most importantly, enforce your limits. If you let it go, it will encourage them to ignore your boundaries in the future.
Social media notifications, emails, cell phone alerts and other constant interruptions can cause you to lose control of your workday. Fortunately, you can train yourself to implement time-saving habits. By employing these strategies, you’ll minimize distractions at work while increasing your focus, productivity and job satisfaction.
A version of this article appeared on forbes.com, posted on July 28, 2024
EXPERD, Human Resources Consultant, Jakarta – Indonesia