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.