I used to think I was busy when I had a 1, 5, and 7-year-old and was just appointed as President and CEO of ASE. Now my kids are 18, 23, and 25.  I’m still running ASE, and I am still very busy. It seems like in today’s world, we are always busy, always behind, always racing to the next meeting, always solving the next problem. So when I came across an article on entrepreneur.com that lists 18 ways to stay focused and increase productivity, it caught my eye.

While many suggestions in the list were things I’ve heard before, several were new to me.

1.      Set daily goals – Instead of keeping an ongoing to-do list, which can’t possibly all be done in one day, create a daily to-do list.

2.      First things first – Focus on the most important tasks first so that you ensure those get done.  You’ll also be able to better focus on the remaining items knowing that the biggest, most important tasks have been accomplished.

3.      Set deadlines – Set firm deadlines and communicate them with someone so that you will be held accountable.

4.      Keep tasks manageable – Break larger tasks into workable chunks. 

5.      Train your brain to do deep work – This refers to the ability to work at your peak level for an extended period of time.  This means ignoring all distractions, including email and your phone.

6.      Compartmentalize your time – This one will help you to achieve number five.  You must carve out time and put yourself on “do not disturb.”  Doing so will allow your brain to focus on one task.

7.      Put away your cell phone – Again this relates to numbers five and six, which have to do with reducing distractions.  Cell phones are a huge distraction.  Research shows that people spend up to five hours a day on their phones. Set the phone down to increase productivity.

8.      Monotask – Multi-tasking reduces productivity.  Try to set aside one day for administrative work, one day for project work, etc.  Chunking related work together can increase productivity versus jumping from one thing to another.

9.      Practice mindfulness – I’ve read a lot lately on the value of mindfulness. Several studies have shown that mindfulness meditation improves one’s ability to focus.

10.   Know your body clock – Match your highest priority work with your most productive time of day.  Some people are morning people and should work on high priority items in the morning.  Or like me, some people function better in the evening.  Find what time you do your best work, and schedule your day accordingly.

11.   Work in 90-minute cycles – This one is new to me.  There is new research showing that we work in cycles of 90 minutes. Those 90 minutes are followed by lower frequency brain activity for 20 minutes.  So be sure to take a break every 90 minutes.

12.   Take mental breaks – Listen to your brain.  When you start to feel drained or foggy, take a quick mental break.  Walk away from your desk, which will help clear your mind.

13.   Set a timer – Another new one for me…they suggest utilizing the “Pomodoro Technique.”  This involves identifying a task to accomplish and then setting a timer for 25 minutes.  After the 25 minutes, take a five-minute break.  You continue this cycle four times and then take a longer 15-30 minute break.

14.   Exercise often – Why does exercise show up in every productivity list I find?  My excuse of being too busy to exercise continues to be proven weak.  Studies show that people who exercise have improved attention spans and memory.  Their brains literally have increased volume in the parts of the brain that control memory and thinking.  I guess I better get to the gym.

15.   Declutter your workspace – I am adamant on this one.  I don’t understand how anyone can get anything done in a cluttered workspace.  I have to have everything in its place in order to be able to concentrate. Science backs me up on this…they have found that too much clutter causes people to lose the brain power necessary to focus.

16.   Use the two-minute rule – This one somewhat contradicts number two, but I think you have to take each of these with a grain of salt and apply them as they best fit into your workstyle.  The two-minute rule suggests doing any of the tasks on your to-do list that will take less than two minutes to complete, first.  Then you can concentrate fully on the larger tasks.

17.   Give yourself a caffeine boost – Research shows that caffeine is a cognitive enhancer.  It improves your mental focus and concentration.  So, when you need an extra boost, caffeine can help.  I don’t drink coffee at all. I guess I could drink a coke to boost my energy, but I try to not drink that either.

18.   Switch tasks – If you are working hard on a task and seem to hit a wall, switch tasks for a while to help clear your brain.  Come back to the original task when you feel refreshed.

How do you stay focused?  Email me at [email protected].