Do you struggle to focus on the important projects in your life?
It’s easy to get stuck in an endless loop of procrastination. I know I do. Even when I have the time, I still struggle to prioritize the projects that I want to get done. Often accompanied by a feeling of anxiety and guilt.
Cal Newport’s podcast, he discusses 5 simple protocols to help you achieve deep work. Since applying these to my life, I’ve been able to focus more consistently and get more done.
Protocol #1: Clearly differentiate your focus blocks.
Do you constantly check your emails and Slack, even when you're supposed to be working?
The first protocol is to create blocks on your calendar for focus mode. Think of it as a meeting with yourself to make progress on a specific project.
When you are in focus mode:
You don’t check email or messaging apps
You don’t read news or check social media
I have been using the software program Rize for scheduling focus blocks and blocking distracting apps.
When I started clearly differentiating between focus blocks and non-focus blocks, something amazing happened. I began feeling less anxious about my work.
Before using focus blocks, I told myself I had all day to work on my project. So I may as well respond to some messages and follow-up on open tickets first. Suddenly it’s 5 PM and now I feel obligated to use my evening time to make progress on my actual work.
When you use focus time blocks, it allows you to prioritize the core duties of your job. It gives you a reason to reject meetings and push back on stakeholders in order to make progress on your actual work.
It tells your brain not to worry because you have already scheduled time to work on it.
Protocol #2: Focus less.
When you are feeling overwhelmed, you are more likely to procrastinate.
The antidote is to do less. Plan to make significant progress on only 1 project per day.
Focus as much as you can. For some people, it might be only 15 minutes a day. There is nothing wrong with 15 minutes a day. You can get a surprising amount done. Over time, you can increase the duration of your focus blocks as you build the habit of deep work.
Don’t make the mistake of promising yourself to get a lot done every day. It will only demotivate you when you cannot meet the unrealistic expectations you set for yourself.
The key to motivation is to believe in the plan you set for yourself.
Protocol #3: Create artifacts.
It’s possible to make progress on a task by thinking about it, but most people will get distracted, and then frustrated.
That’s why Cal recommends generating an artifact after every focus session. For example, I like to generate a daily entry in my note-taking app, Roam Research, during every writing session. For my job, the artifact is often a pull request or an update to a Jira ticket.
The takeaway is focusing on artifacts trains you to produce output during every focus session. Make it a habit to always be shipping something.
Here are some unexpected benefits of regularly producing artifacts:
You end up breaking problems into smaller pieces that you can tackle in a single session
You see how artifacts accumulate over time to create a large body of work
Protocol #4: Create a focus space.
Our brains are association machines. Knowledge workers who work from home are familiar with how distracting it can be. You’ll be thinking about a work problem when you notice a pile of dirty dishes in the sink, or the floors need to be mopped, or a letter needs to be mailed.
Use a novel space for your focus sessions. It can be the kitchen table or even the couch. If you work in an office, try booking a conference room.
Even better, don’t bring your phone to your focus space. Disable the Wi-Fi on your laptop.
You’ll instantly notice how much easier it is to focus.
Protocol #5: Go for a walk.
Start your focus session by thinking about the problem over a walk.
It’s easier to think while we’re walking. Your thoughts seem smarter.
As humans, evolution made us capable of walking great distances. In 2012, I was canvassing in Dorchester for Elizabeth Warren for the Senate. I was amazed that I could walk for 8 hours straight without difficulty. And then I walked home too.
Dive into your problem after taking a walk and I guarantee you will enjoy it more.