Tune it out: Cutting down on distractions can lead to better productivity

Whether you’ve negotiated the perfect work-from-home situation or are spending the bulk of your time in the office, one thing is certain: distractions are everywhere, whether they’re a cat that keeps walking across your keyboard or the foul smell coming from the breakroom microwave. But at home or at work, success on the job or the job hunt

is measured by your accomplishments, not the size of your to-do list. Now is not the time for distractions.

“Are you constantly working against the clock?” says Christine Louise Hohlbaum, author of “The Power of

Slow: 101 Ways to Save Time in Our 24/7 World” (St. Martin’s Press; $24.99) “Take a look at the big picture. What’s most important for the company’s bottom line? What’s most important to your job? Which tasks should you tackle first?”

Many experts point out that checking email, a task many do first thing in the morning, is actually among the least important things one can do in the morning.

“The first hours of the day are most likely when you’re at your best, so it only makes sense that you should dedicate that time to creative and

important projects,” says Rebecca Matter, co-managing partner of American Writers & Artists Inc. and managing editor of Wealthy Web Writer. “That’s why I don’t check my email until 11:30 each day.”

Matter says your email inbox is likely to be filled with several tasks you need to do but aren’t necessarily immediate — respond to a client or hiring manager, catch up with a client, make a revision.

“These tasks could easily wait a few hours, but once you know about them, it’s hard to ignore them,” Matter says.

Tackling these items first thing in the morning can leave little time or energy in the rest of the day to accomplish the

more important items on your to-do list.

Less is more

At the heart of being more productive at work or more organized is the elimination of multitasking.

“To work with the clock is to realize you have more than enough time to accomplish what’s truly important. It’s about observing the less is more principle,” Hohlbaum says.

She adds that research has shown it takes more time and energy to multitask than to “unitask.” The brain cannot focus

on two or more challenging things at

once, so it’s better to complete one task after another instead of trying to do them both at once.

“Batch your tasks,” advises Mim Abbey, president of Abbey & Associates. “If you answer an email each time it comes in, no projects will get done. Plan a portion

of time each day for emails, a portion for phone calls, and a portion for project work. This will streamline your efforts in all areas, making it easier to move through each ‘batch’ and move on to the

next one.”

Cut the small talk

Another effective strategy in keeping focused in the face of multiple tasks is

to eliminate distractions. Close down all programs not related to the task at hand, and also close your door.

“If you’re a job seeker, set your working — i.e. seeking — hours and don’t stray from them,” Abbey says. “The celebrity gossip will have to wait. If you

currently have a job, set time aside for project work, and refrain from answering the phone or emails. If you need to, let people know the span of time you will be unavailable, and let them know why.”

Abbey says the best explanation for why you’re not available to a client or your family at a certain time will address what’s in it for them. Tell a client you’re not available in the morning, but it’s so you can get pressing projects out of the way so you can be completely focused when it’s time to deal with the client in the afternoon.

Another thing setting office hours does is eliminate chit chat from co-workers.

“One of the biggest draws on employees’ time is other employees coming by and distracting them,” Abbey says. “This may be social distractions or

work distractions. Either way, it slows the completion of tasks and projects. Be sure to let people know about your ‘office hours.’ And emphasize how important their issue is, so you want to be sure to address it when you are able to focus on it.”

In shutting the door, it’s also necessary to shut out other distractions. Hohlbaum recommends shutting down all phone and computer apps except those related to the task at hand.

“It may be tempting to check social media or your email, but know the sky won’t fall if you aren’t updating every five minutes,” she says.

– Marco Buscaglia