Strategies for Reducing Workplace Distractions

Personally, I suck at efficiency (doing things quickly). Here’s my coping mechanism and process for maximizing efficacy (doing the right things): 1) Wake up at least 1 hour before you have to be at a computer screen. E-mail is the mind killer. 2) Make a cup of tea (I like pu-erh) and sit down with a pen/pencil and paper. 3) Write down the 3-5 things—and no more—that are making you most anxious or uncomfortable. They’re often things that have been punted from one day’s to-do list to the next, to the next, to the next, and so on. Most important usually = most uncomfortable, with some chance of rejection or conflict. 4) For each item, ask yourself: – “If this were the only thing I accomplished today, would I be satisfied with my day?” – “Will moving this forward make all the other to-do’s unimportant or easier to knock off later?” 5) Look only at the items you’ve answered “yes” to for at least one of these questions. 6) Block out at least 2-3 hours to focus on ONE of them for today. Let the rest of the urgent but less important stuff slide. It will still be there tomorrow. 7) TO BE CLEAR: Block out at least 2-3 HOURS to focus on ONE of them for today. This is ONE BLOCK OF TIME. Cobbling together 10 minutes here and there to add up to 120 minutes does not work. 8) If you get distracted or start procrastinating, don’t freak out and downward spiral; just gently come back to your ONE to-do. Congratulations! That’s it. This is the only way I can create big outcomes despite my never-ending impulse to procrastinate, nap, and otherwise fritter away my days with bullshit. If I have 10 important things to do in a day, it’s 100% certain nothing important will get done that day. On the other hand, I can usually handle 1 must-do item and block out my lesser behaviors for 2-3 hours a day.

Leaders waste more energy on divided focus than any other activity. I learned this the hard way in the SEAL Teams. During a training evolution, I was juggling radio communications, coordinating multiple teams, and making split-second calls. And I wasn’t doing any of it well. My commanding officer pulled me aside: "Mac, you're everywhere and nowhere. Focus or you'll miss the critical moment." He was right. I was spread so thin I couldn't see the patterns emerging right in front of me. This isn't just a military problem. I see it daily with my executive clients: → Scanning emails during strategy discussions → Mentally rehearsing a presentation while their team shares crucial updates → Attention bouncing between five urgent problems, solving none completely The cost isn't just productivity. Your leadership presence evaporates. Your team's trust erodes. In high-performance environments, attention isn't just a resource. It's your competitive advantage. When you focus fully: → You notice micro-expressions that signal team tension → You spot connections between seemingly unrelated data points → You make decisions from clarity rather than reaction Most leaders know this. Few practice it consistently. The difference isn't knowledge, it's discipline. The solution isn't complicated: 1. Practice intentional monotasking. Whatever deserves your attention deserves your FULL attention. 2. Create attention boundaries. Block time for deep work with zero notifications. 3. Build a daily mindfulness practice. Even 5 minutes trains your focus muscle. 4. Batch-process inputs. Schedule specific times for email and updates rather than letting them hijack your entire day. In my 17+ years as a SEAL, the leaders I trusted most weren't just the smartest or toughest. They were the ones who could maintain complete presence amidst chaos. They showed up fully. Their attention wasn't divided. Their focus created a gravity that pulled teams together. What deserves your full attention today? ——— Follow me (Jon Macaskill ) for leadership insights, wellness tools, and real stories about humans being good humans. And feel free to repost if someone in your life needs to hear this. 📩 Subscribe to my newsletter here → https://lnkd.in/g9ZFxDJG You'll get FREE access to my 21-Day Mindfulness & Meditation Course with real, actionable strategies.

"I need to be always available" is a lie you're telling yourself. Let's bust this productivity myth wide open. Most jobs require a mix of reflective work (focused planning and strategizing) and reactive work (responding to emails and notifications).  Unless your job demands that you be on call, like an ER doctor, being reactive all day is a productivity trap. Why? Because it's easier to respond to every ping and ding than to ask ourselves (or our boss) what's truly important. That nagging feeling that you need to be constantly available is likely not an objective fact. It's an internal trigger driving you towards distraction. When you tell yourself, "Someone might need me," or "I might look bad if I don't respond immediately," you're not stating facts. You're expressing anxiety. You can ease that anxiety by scheduling time for reflective work. Use techniques like timeboxing and schedule-syncing with your boss to carve out distraction-free periods. Then, if you've communicated your schedule effectively, you're set. The world won't end if you don't respond to every message immediately. Don't let the "always on" mentality trick you into running fast in the wrong direction.  For more insights like this, subscribe to my newsletter (link in bio)! You can also learn more about this in my article:  https://lnkd.in/eKfD_9Sg

Why Leaders Must Put Down Their Phones—And What to Do About It We check our phones dozens of times a day, but the real cost isn’t just lost time—it’s lost leadership. Groundbreaking research from The University of Texas at Austin and others shows that just having your phone nearby—even if it’s off—reduces your brain’s available cognitive capacity and focus. 💡 Participants who had their phones in another room scored up to 11% better on cognitive tests than those who had their phones on the desk. For leaders, this “brain drain” is especially dangerous. When your attention is fragmented by your phone, you: • Miss subtle cues from your team • Struggle to make high-quality decisions • Model distracted behavior that your team will copy • Undermine trust and presence—key ingredients for influence and inspiration Constant phone use also stunts leadership development. When you’re always available, your team becomes dependent on you for every decision, stifling both their growth and yours. 💡 Research shows phone distractions can lower work efficiency by up to 20% and increase error rates after interruptions by over 20%. What Can Leaders Do Right Now? ↳ Keep Your Phone Out of Sight: Place your phone in a drawer or another room during deep work or meetings. Out of sight, out of mind. ↳ Turn Off Non-Essential Notifications: Mute all but critical alerts to reduce temptation and interruptions. ↳ Schedule Phone-Free Work Blocks: Set specific times for focused, phone-free work. Use timers or “focus mode” features. ↳ Model Digital Discipline: Show your team what real presence looks like. Be fully engaged in conversations and meetings—no phones allowed. ↳ Create “No-Phone” Zones: Establish clear boundaries for device use during meetings, brainstorming sessions, and one-on-ones. ↳ Use Technology to Fight Technology: Leverage apps that block distractions or track your phone usage to build better habits. ↳ Take Real Breaks: Encourage yourself and your team to take breaks without phones—go for a walk, journal, or connect face-to-face. Leadership in 2025 demands more than multitasking and constant connectivity. It requires deep focus, presence, and the ability to inspire others—qualities that can be eroded by unchecked phone use. The science is precise: putting down your phone is one of the simplest, most powerful ways to reclaim your leadership edge. Follow Joshua Miller for more tips on coaching, leadership, career + mindset. #leadership #executivecoaching #technology #mindset

7 Ways To Set Boundaries At Work (Maintain Balance Without Hurting Your Growth): 1. Define, Share, & Stick To Working Hours Setting clear boundaries around the time that you’re “on” at work is a two-for-one deal: - It makes it easier for you to put work away at the end of the day - It makes it easier for your colleagues to know when you’re “on” What To Do: In upcoming 1:1s, mention that you had some changes outside of work and will be signing off at X time, but will be available any time before that. Then stick to it! 2. Don’t Reply To Messages Immediately When you reply to everything as soon as you get it, people begin to expect that from you. Building in a buffer sets new expectations that you’re not going to drop everything to make someone else’s To Do item your problem. What To Do: Set a rule for yourself where you won’t reply to non-critical emails or Slack for at least [Time]. You can start small (say, 5 minutes) then begin to work your way up. 3. Use The “Substitution Method” For New Asks Saying yes to new initiatives can mean stretching yourself too thin. If you feel like too much is on your plate, try the “Substitution Method.” What To Do: When given a new ask: - Thank them for looping you in - Outline all the projects you’re working on - Ask which should be deprioritized for this When you make people realize that saying yes to this means deprioritizing something else, they’ll think twice. 4. Block “Focus Time” On Your Calendar The average employee is interrupted 56 times per day. That only leaves 8.5 minutes between interrupts. What To Do: Put a placeholder on your calendar where you’re marked as busy. During that time, stop notifications on Slack, email, etc. Then focus on the biggest task you have. Start small with 15 minutes, then add 15 minutes every week or two until you’re up to 2-3 hours. 5. Take An Actual Lunch Break Too many of us “eat” lunch while we continue to hunch over our screens and work. Your body, eyes, and brain need breaks to perform at optimal levels. Use lunch as one of these. What To Do: Block time on your calendar to eat lunch. When the time comes, close your computer and go to a different room to eat. Bonus points if you eat without your phone and go for a quick walk after. 6. Respect Colleagues’ Boundaries Society is built on reciprocity. Make sure you’re aware of, and respecting other peoples’ boundaries. They’ll notice this and they’ll be more likely to respect yours in return. What To Do: Be proactive in learning about your colleagues’ ideal setup. Ask them when their working hours are, ask when the best times for meetings are, etc. 7. Start With One & Start Small It’s tempting to try to implement all of these all at once. Don’t do that. What To Do: Pick one that resonates with you. Think about the smallest step you can take for it (e.g. time blocking for 15 minutes, not replying to messages for 5 minutes) and start there.

I’ve shared these 6 research-backed strategies with several friends wanting to avoid procrastination (at work and home), and they work every time: 1. Create a "Not-To-Do" List Most people focus entirely on what they need to accomplish. But research shows they should be equally focused on what they shouldn't be doing. Write down three things not to do alongside three things to do. If someone needs to clean their garage, their not-to-do list might include: • No Netflix  • Not putzing around in the kitchen  • Don’t check email/social before 10 a.m. Clarity on what to avoid creates mental space to focus on what actually matters. — 2. Make Public Commitments Studies show that public accountability increases follow-through. You can announce your goals on social media or to friends. For example: "I'm cleaning my garage this weekend and posting before/after photos on Monday. If anyone sees me scrolling Facebook, tell me to get back to work!" Public accountability creates just enough social pressure/accountability to push through resistance moments. — 3. Set Up Smart Barriers Shape your environment to make procrastination harder and progress easier. Digital barriers: • Create separate computer users (one for work, one for play) • Uninstall distracting apps from the work profile • Remove social media bookmarks • Install parental controls on their own devices Helpful shortcuts: • Set important apps to open automatically when they start their computer • Remove distracting apps from their phone's home screen • Keep only essential tools easily accessible — 4. Use the 5-Minute Starter Research shows that the hardest part of any task is simply starting. So I trick myself into it. I open the doc and write one sentence. I pull one box out of the garage. Once I start, momentum does the rest. That initial 5 minutes eliminates the mental barrier of "where do I even start?" — 5. Stop at the Peak (Never Finish Sections) Never end work at a natural stopping point. For example, I’m currently writing my next book and I never stop at the end of a section. I stop mid-sentence. The next day, I pick up exactly where I left off. There’s no inertia, no overthinking. (BTW my next book will ALSO start with a “C” can you guess what it will be?!?) — 6. Dream Big (Think Abstract) When bills pile up or clutter builds, it’s easy to stay overwhelmed. So I pause and visualize how I’ll feel after. A clean closet. An empty inbox. That emotional payoff actually helps push me through. These 6 simple shifts make it easier to follow through without relying on willpower.

Four quick ways to dramatically reduce distractions: (Pick just one and you'll still benefit!) Pick up your phone and: 1. Adjust your colorful screen to grayscale. 2. Disable most notifications. Batch others. 3. Set daily time limits by app/app category. 4. Put your phone out of reach and/or sight. People often tell me they struggle to focus. It's something I'd noticed increasingly in myself, too. And then I realized I could greatly improve my focus by setting myself up for focus by removing distractions. Which both increase focus and reduce stress. So last year I began with notifications. Removing the super random ones, and batching most of the rest into three chosen times: 9am, 3pm, 7pm. I then reduced the color on my screen. Full grayscale didn't display well in certain apps but subtle color did. And finally I set the app/phone time limits. And when I did I realized I often hit them before 10am. Yikes. Do I override the limits sometimes? YES. But when I do I now put the phone down much faster. I also kept a handful of notifications - eg family texts - real time. As we begin a new week, if you've found yourself distracted, which of these will you try? And what have I missed? If this post resonated, you can help others see it with your reactions, comments & reposts. Together we can improve our focus - and overall wellbeing. *** Hi, I'm Sally! Click follow (+) for more on workplace wellbeing, personal growth, human resilience, meaningful connection, cancer survivorship & more. #wellbeing #technology #productivity

As a software engineer juggling ADHD and PTSD, I've had to get creative with my work habits. Here's a peek into the strategies that keep me productive. 👨💻🎧 🔊 Loud Music for Laser Focus Forget lo-fi — give me that high-energy beat to lock in my concentration and keep my mind from drifting. 🖥️ Single Screen, Singular Focus Despite the popularity of multi-monitor setups, a single screen minimizes distractions and maximizes my coding flow. 🚫 Strategic Meeting Minimization Meetings can be a significant flow disruptor. I now schedule a dedicated four-hour block for uninterrupted coding, significantly boosting my output. 📴 Phone Coffin: Out of Sight, Out of Mind My phone goes into a literal coffin, and my watch gets docked. If it's urgent, Slack or Teams is the way to reach me. 🔕 Do Not Disturb: My Silent Ally DND mode is non-negotiable during my focused coding blocks to keep those pings and dings at bay. ⏲️ The Countdown Timer Technique A physical timer sets the boundary for my work sprints, helping me stay on track and reminding me when to take a break. 🤖 AI Tools: My Secret Sauce From scheduling with Motion to note-taking with Notion, AI tools help me stay organized and in the zone. And Copilot? It's my co-coding companion that lets me stay in my editor longer. These are my adjustments to keep me coding at my best. If you're navigating similar challenges or seeking focus-enhancing tips, I hope these insights inspire you. Stay productive, and keep coding! #CodingWithADHD #ProductivityHacks #SoftwareDevelopment #MentalHealthAwareness

Managers: The thing you’re doing to get more from your team… might be doing the exact opposite. Work communication. It sounds basic, but it’s not (at all!). Most people (managers and otherwise) never get formal training on how to communicate well at work. But it’s often the biggest factor in whether teams feel respected - or resentful. And that impacts how your teams work, and how long they decide to stay. In today’s video, I share one tip - and here are three more to take it further: 1. Set expectations for response times (and make them reasonable and clear up front). 2. Stop confusing “urgency” with “convenience.” If you always expect a call or Slack reply ASAP, you may be interrupting your team right in the middle of them being productive - and also burning them out in the process. 3. Add context when you ask for something. Use their name. Tell them why it matters. And assume they might need time to think before replying. Communication that considers the other person is what leads to trust and productivity… and results (not just yelling “ASAP” louder). #LIPostingDayMay