A student of mine asked me this question lately and I chose to answer it in this post for all of you to benefit.

1. Select the most important task(s) of the day.

• First thing in the morning, select one to three tasks that need to get done by the end of the day. 
• Anything else you write will go under your might-do list, as Ali Abdaal calls it. 
• You are a pro if you choose these tasks before leaving work the day before to avoid morning brain fog syndrome. 

2. Use the Time Blocking technique.

Allocate time for your selected priorities on your day’s schedule using the time blocking technique.

• Draw three columns on a piece of paper.
• In the first column, write the working hours in 30-minute increments, for example, 9:00-9:30, 9:30-10:00, and so on.
• In the second column, write your planned work tasks in time blocks, for example, from 9:00-9:30 (check email) or 9:00-10:30 (run brainstorming session).
• You need to have a mix of time blocks in the second column:
  • Focus blocks: this is when you work on your most important task of the day with no interruptions, whether they are self-started like when you check your email or phone or initiated by others like an unexpected office visit. Set a focus block for a minimum of 30 minutes to make progress and no longer than 90-120 minutes as your focus fades by the end.
  • Emails. 
  • Calls
  • Administrative work that does not require your best focus, like filling sheets.
  • Breaks to stretch your legs, take a walk around, fill up your water bottle, have a bite away from your desk if possible, or socialize with your colleagues. 

 When you get interrupted by a call, a new task from your boss, or a quick drop-by from your colleague, you will know that these interruptions are replacing something you planned to do. That’s when you use the third column.

• Use the third column to document what actually happened in your time block. If you did what you planned, add a checkmark; if not, write down what you did instead.

The Dos and Don’ts of Focus Blocks: 

Prepare to focus by tackling three key areas; your phone, your PC, and your environment.

Your phone:

Do’s

1. Turn on Silent mode (forever).
2. Turn off Bluetooth so you will not receive notifications on your smartwatch if you have one.
3. Use an app like Forest to help you leave your phone alone during your focus block.
4. Use an app like my favorite for Android AppBlock to block attention-stealing apps during your focus blocks or working hours. 
5. Put your phone in your drawer (it works like magic).
6. Should I even mention that you need to turn off all your notifications? I will say it to anyone who still needs to hear it.
7. Extra credit: Put your phone on no-disturb mode. This will allow certain people you save on a list to reach you, like your partner, your kid’s school, and your mum. When other people try to call you, they will hear the standard ringtone, but you won’t be notified until you turn off the no-disturb mode. 

Your PC:

Do’s

1. When you start a focus block, use apps like Rescuetime /Freedom or chrome extensions like StayFocused or Leechblock to block all distracting websites.
2. Better yet, close your web browser and don’t open it until your focus block ends. Unless…
3. Unless you are listening to focus music on your browser, in which case, I recommend you would listen to binaural music like this or my favorite go-to music (Brain FM) that I have been using since 2019.
4. Close your desktop email application.
5. You can use your shared digital calendar to block your focus sessions, so you will not receive meeting requests that collide with them.

Don’ts

1. Don’t listen to music with lyrics.
2. Don’t listen to instrumental music that might get you too emotional.

Your Environment:

Do’s

1. Invest in noise cancellation headsets like these, or wait until you get a good deal on them (like I did last year). I first used a cheaper model called Cowin E7 that is not currently on sale. It served me for two good years until its color changed with time.
2. Invest in a visual timer that will help you stay focused. Use it to work on tedious tasks for a limited time, say 10 minutes?
3. You could create a sign or a little chalkboard to signal you can’t talk now. Once on a deadline, I could not afford to get interrupted, so I wrote on my little chalkboard: “Come back after 2 PM, please”. It was perfect. Two things would happen when you use a sign; some people find a way to solve their issue, or if they really need you, they will show up at 2 PM for your support. 

To turn focus blocks into a habit:

1. Track your focus blocks. Try to achieve a certain number of focus blocks, like four daily sessions, where the minimum session is 30 minutes.
2. Reward yourself with a little celebration after each focus block, such as saying “way to go!” to yourself. This little celebration is called Shine.
3. Make it a bit painful to get distracted. For example, decide that you will have to start over if you touch your phone or look at your email during a focus block.
4. Practice saying “not now, come back at ()” when you get interrupted by a non-urgent request.
5. Whenever you think of something you need the answer to right away, or so your brain thinks, write it down on a list to check later, after your block. I call it the no-distraction list.

P.S. I am grateful to Cal Newport and Scott Young for what they taught me about focus in their work and course Life of Focus.

It’s your turn; tell me what was the most valuable tip for you that you will apply right away?