Getting Focused is the key to getting things done!
I don’t know about you but I do struggle at times to feel in control when my “to-do-list” is over the page. Unfortunately while mindlessly reacting, I’ve developed an almost comic strip routine, a little like starting a new healthy eating regime, it only lasts a few days of being focused and then old habits usually take over. The routine goes like this: I draw up a new to-do-list; I prioritise it, and start working through it. What usually happens is an emergency occurs, or something unexpected becomes the priority of the day, and my carefully planned focused prioritisation goes out of the window. I spend a day or two trying to get through some bulk volume work, spend unplanned evenings catching up and then the whole cycle starts again.
My 16 year old son has just started into 6th form, for a lad who simply hates homework, at least 16 hours of it each week is a big stretch; it’s a whole new paradigm shift for him, one which already into the 2nd week has become a source of stress. Of course he has to build habits which are going to help him to avoid being stressed. As I was giving him some advice about how to get focused, I realised it was about time to take my own advice. So here I am writing this blog (on time) because yesterday, I began the process of practicing what I preached. I got focused. I have heard many times that you learn best what you teach, so I thought in that spirit, I would share my advice with you! If you are ultra-organised and focused to boot and can add to the list, please do share! Any advice will help me I’m sure.
Ten ways to get focused :
1. Turn off the technology
With an array of teenage social media such as Snap chat, Instagram, Face book and IM, my son’s phone pretty much pings constantly. For me, my guilty time waster is to open emails when they ping into my inbox on my desk or laptop. This idea is as old as the first installed workplace computer, we all know we have to do it, but it takes some discipline and determination to ignore our ever increasing online communications.
2. Do one thing at a time
I know, I know it’s not rocket science, but I do flit about from project to project at times. My son started some Psychology homework, got stuck and instead of getting over the “difficult hurdle” he put it down and started something else. Doing one thing at a time means doing it from start to finish, without being distracted with something else. To actually do this takes determination and concentration, but it is well worth it as even difficult tasks get ticked off.
3. Diarise non urgent tasks a month ahead
If you have a million things to do and half of them are routine and definitely not going to be urgent in the next week or so, then diarise them a month in the future. I know it doesn’t get them off your list, but it gets them off your list for now. For me, it is like a breath of fresh air to know I don’t have to give those routine items a priority, and if I do happen to get up to date, I can always reach forward and get those things done and feel even more virtuous!
4. Chunk down daunting tasks
My son had his first 1000 word essay to do; he was daunted to say the least (while I tactfully kept quiet about the 10k and 20k feats which might come if he goes onto higher education). If you are daunted by the size of the task, then chunk it down into manageable tasks. Put each smaller task into a series of priorities and complete each one in order. It is easier to concentrate on a task if you know it’s only going to take an hour or so, than when you know it’s going to take a couple of days.
5. Have a purpose
When I have a mundane, but a priority task to do, I need a good purpose to get focused. So for example, when I got my tax return done earlier this month, I had to remind myself that if I got it done, not only would it not be hovering over me, like the ghost of Christmas Past, but I would be able to completely get focused on tasks I really love and enjoy. My son had to remind himself that he wanted to spend some of his weekend playing football and going out with friends, and not have to do homework instead. Having big picture purposes can help too, although tend not to be so effective, as small ones. At the moment, my son has a vision for his future, so he needs to remind himself that by focusing now, it will help him achieve his goals.
6. Don’t do it
Ok, this tip isn’t about getting focused, but getting rid of unnecessary or habitual tasks helps to get you focused on the important and necessary tasks. If you can’t find a good reason to do it, other than, you always do, or its part of your routine, or you’re scared to let it go, then stop.
7. Be in the right environment
We are lucky because we have a spare bedroom which my son is now using as his study. It means he can shut the door and escape from the hub-bub of the rest of the house. If you are in a busy office and can’t concentrate for interruptions and activity around you, then go somewhere else to get focused. I managed a busy office with over 80 employees on site, and as my door was wide open, I had a constant queue of people coming to see me. During one particular crisis we encountered, I was struggling to pull together an urgent report, when one of my dear team members, marched over, popped her head round the door and said, “excuse me, but this is for your own good”, and she shut the door and taped a “Do not disturb” sign on my door. Yes I should have done it myself of course, but being in reactive mode can sometimes be a lifelong habit.
8. Take a break
If you get to a point where you are finding it hard to get focused, take a break. Taking a break does not mean checking your phone or emails, it is about going to get a coffee, getting some fresh air or even practicing a five minute mediation. It is about quieting your mind, which gives you space to get focused, not populating it with fresh information
9. Establish a routine.
If you are a morning person then getting through your priority tasks should be done as soon as you get to your desk, or as soon as you can. You know what times of the day you are most productive, don’t waste those times on routine non urgent tasks, reserve them for the things you really need to do to make a difference. Once you’ve established your time zone, then stick to it and make it a habit as prevalent as brushing your teeth.
10. Borrow tips
My tenth tip is borrowed from a great mentor of mine, the eminently successful Peter Thomson, who is the UK’s most prolific Information Product Creator. I interviewed Peter for the next issue of our monthly E-Zine “The Extra MILE” where he tells readers all about his work and in amongst his great advice he also shares his brilliantly simple tip to help people get things done, which is brilliantly effective! You can view here
The very first paragraph of your article made me think for a while that you are stealing my situation and presenting it in your own manner. The real assuage is in the subsequent part of the article.
Incidentally, I am curious to know why you have not included ‘delegating’ a segment (of the work cut-down to pieces) to someone you trust fully, a segment to someone who works sincerely and efficiently and guide the person towards completion of the task within the time frame. This delegation not only helps you in completing the job in whole on time but also serves as a ‘practical on hands’ experience to the persons delegated with the segments of the tasks to learn both work and stress management on their own, by building their own management methods. Yes, it also helps the persons who received the delegation, to practice what they need to preach at a later date.
Wise words, Shashagiri – however, delegation takes time and resources, so ‘Delegate X or Y to Z’ appears in my to-do lists! ;-) Catch 22!
Seshagiri, very glad the article resonated with you. I agree delegation is very important to manage your time, and thank you for raising it. I must admit I actually delegate quite a lot of work, but I still find my own many projects take some juggling. I would of course like to delegate more, and hope to do so once my business grows. I also agree with Chris that delegating takes time and resources, and so should be planned.
Thanks so much for commenting, very good point!
Best
Christina
I have a concern with delegation being the defacto answer to work load issues these days. Not that it’s an invalid answer mind you. Just that it isn’t but should be used in conjunction with the possibility that you have taken on more work that you can process. Most people don’t take into account that they may unforseen work as a result of delegation which in turn may leave them with no Avenue to push it off to. Better to adjust your expectations of your capabilities and delegate only as a last resort option. You may also paint yourself in the self fulfilling position of over utilizing a resource that you’ve inducted as part of you normalized way of managing work loads only to find the requests for assistance rejected eventually.
Great topic – and one close to my own heart. I am a strongly driven idealistic rebel at one level, and a committed, democratic team member at another. A stimulating tension when faced with pressures like these! My tip is to do my task list in columns – broadly: writing/creative, building/enjoying relationships, reading/researching and drudgery.
At any one time, one column will appeal more than the others, because I will feel better for having knocked a few items off the list – even doing the drudgery brings some sense of relief and virtue.
I simply knock the top one, two or few off the chosen list and then re-assess – maybe I carry on, enjoying the roll, or maybe I switch and take the most pressing one or two off another column. That way I still get choice, feel in control rather than controlled, and have a rationale which excuses not tackling those things I have still not done! This approach allows room for gut feeling to be accessed as well, rather than just hard cold logic, and I get the sense of working at each thing willingly rather than grudgingly
Hope this is useful to someone? Of course, Christina’s top ten still apply as well…
Chris, I completely resonated with your method of prioritisation. Even with the best crafted prioritised list, I sometimes rebel and skip to the stuff I enjoy. I also agree completely there are days when my intuition just takes over and my list is postponed.
Thanks for your contribution, I really like it!
Best
Christina