Handling Distractions

The distractions we face every day fall into one of two categores: internal or external. When someone or something else distracts you it is an "external distraction". When you distract yourself it is an "internal distraction".

Some external distractions can be controlled. Let's say you are constantly distracted by your ringing telephone. If your job allows it, schedule certain times that you are available by phone, e.g., between 9 and 11 and 2 and 5. Change your v-mail to reflect this and mention the times you'll be available when you leave a v-mail message for someone. This change may get some negative reaction or feel awkward at first, but people will get used to it. The upside is that you'll free up time to focus and concentrate on important tasks and projects.

What do you do if you're distracted by chatty co-workers who stop by your desk or your office? You can politely say that this is not a good time and ask if you can get back to them. You can also get up and start walking back towards the person's office or desk. They'll walk with you and you'll get back control. If it's your boss or manager that causing the distractions, make a recommendation that you meet once or twice a day to go over tasks instead of piecemeal throughout the day.

If you're distracted by incoming e-mails, turn off e-mail notification. Schedule an hour in the morning and an hour in the afternoon to check your e-mails instead of handling them intermittently. If you need more or less time adjust the schedule accordingly.

If the distraction is "internal"--meaning that you are causing it, the first thing you need to do is to make a decision that you want to get focused. Notice when you are distracting yourself and determine if your distractions have anything in common. You may find that you begin to get distracted when it's time for lunch or when you have to work on a particular task. Keep healthy snacks in your desk that you can eat mid-morning to avoid the hunger distraction. If it's a particular task you easily get distracted from, make a commitment to work on the task for 15 minutes straight. Set a timer. When the timer goes off, handle small distractions that came up and then get back to the project for another 15 minutes. It's easier to remain focused when you know you're going to do it for only 15 minutes rather than an hour.

Last, pick something in your office to use as a touchstone for getting focused. When you find yourself getting distracted, shift your attention to this object for one minute. Then get back to what you were working on.

Welcome

Welcome to the Productivity Magic Blog. My name is Ellen McNeill and I’m a motivational speaker whose specialty is helping business professionals increase their productivity. A couple of times a week I’ll be updating the blog with different strategies and ideas you can use to increase your personal productivity. All of my ideas will work like magic—if you “try them and apply them”. I’ll be giving you the strategies and ideas in small pieces for one reason. Too many ideas at one time on a blog is purely interesting information. One to two pieces of information are actionable. You’ll always have the choice of whether or not you want to apply the strategy or idea or not. Check back with the Productivity Magic Blog every few days for new or refreshed ideas to help you succeed. I’d appreciate if you tell your friends about the log too.

Today’s post is dedicated to the Energy Assessment Log (you can view and download the log from my FreeForms page. Download the log before reading the rest of this post).

Without the necessary personal energy, you won’t be able to get through the day productively. Any reduction in your personal energy, for whatever reason, will directly result in a decrease in your productivity. You must view your personal energy as a valuable asset that you need to pace, control and renew.

The Energy Assessment Log will help you track your energy throughout the day. You’ll be able to determine your peak energy levels which I call your “prime times”. Tasks and activities which require clear thinking, concentrated focus and creativity should be scheduled during prime times. By matching your prime times with important tasks or activities you will maximize your productivity results.

When using the log, track your energy in ½ hour increments since energy levels change frequently. While you’re doing this note what you’re eating and drinking as well. Notice if your energy levels responds to certain times, food or situations.

Complete the log from the time you wake up until you go to bed. I recommend that you keep the log for at least five average working days. Plan to use more than one log page per day. Don’t wait until the end of the day to go back and fill in your energy levels. Don’t guess either. Next time I’ll tell you what to look for on your completed log sheets.

“Today’s actions are the seeds of tomorrow’s results.” Be productive today™.