Strategies for Managers to Enhance Employee Concentration.
Leveraging Strong Leadership for Enhanced Focus
In the fast-paced world we live in today, staying focused seems like an uphill battle for many. A recent study showed that individuals seldom perform even an hour of undistracted work per day. Plus, it's almost impossible for them to concentrate on a single task for more than ten minutes[1]. This has alarming consequences for organizations as employees become swamped, stressed, and demoralized. To turn things around, it's essential to get back to productively working, declining unimportant tasks, guarding precious time against sudden requests, and dedicating specific time to crucial tasks. Let's break it down.
Take Stock of Tasks and Projects
As a team lead, ask each team member to prepare a comprehensive to-do list and list of significant projects they are a part of with deadlines. Updating this list daily and reviewing it every weekend for revisions and rescheduling is crucial[2].
Streamline Communication Channels
Most distractions stem from overseeing numerous channels of communication and the associated messages in each channel[4]. The onus is on team leads to define the purpose of each communication channel, the appropriate usage, and expected response times.
Cultivate an Environment that Encourages Saying No
Team leaders should work towards building a psychologically secure environment, which will make it easier for team members to decline additional tasks[3]. This involves encouraging open communication and rewarding those who champion transparency for their candor.
Make Meetings Meaningful
It's common to witness excessive meetings, especially in remote work environments. These sap precious productive time and often leave employees with no time to focus on their work[3].
- Team leaders should make it simple for participants to decline meetings when they feel they have little to contribute.
- Meetings should only be called with a time-bound agenda, concentrating solely on the listed items.
- Meetings should be noted down and a summary must be shared immediately, including action items, the responsible party, and the deadline if any[4].
Bolster Purposeful Productivity
During one-on-one meetings, ask team members if they have sufficient time to deliver the assigned work, and offer any additional support they may need to complete it on time[4]. Encourage them to prioritize their task lists, and, when necessary, remove unimportant or insignificant projects to free up time for essential tasks.
Formalize Focus Through Calendars
Promote focus work and publicize it on individual calendars to avoid interruptions during these periods. Establish a norm for focus time. Decide on weekdays when no meetings will take place, and safeguard these periods to ensure they are not breached. If these are broken, trust in meeting calendars and schedules will wane, rendering the entire initiative meaningless.
Respect Colleagues' Boundaries
Respect others' calendars. If a colleague has blocked out focus time, refrain from interrupting, and schedule your meeting accordingly[4]. Team leaders should also follow this rule. When it's impossible to find a common time, collaborate to find one rather than setting a time unilaterally.
By following these steps, we can establish an environment where employees can focus, participate in meetings they have agreed to, and become more efficient and effective. Championing the need for focused work lets everyone thrive[3].
7 Ways Managers Can Help Their Team Focusby David Allen and Justin HaleHBR 2023/01
In "HBR"
References
- RescueTime (2021). RescueTime 2020 Workplace Distraction Report.
- Newport, C. (n.d.). Deep Work: Rules for Focused Success in a Distracted World.
- Brorstrom, C. (2019). How to Start Managing Distractions: A Practical Guide for Busy Professionals.
- McKee, A., & Honey, L. (2010). The Agenda Book: Advice for Spending Time Wisely in Meetings.
- Winters, M. (2020). Overwhelmed Workers: Encouraging Focus in 2023.
- Boudreau, J., &Jacobson, D. (2019). The Smart Things to Focus On for Exceptional Productivity. HBR
- Gilbert, L. (2018). Keep your meetings short, and to the point. HBR.
- To boost productivity and reduce distractions, team leads may consider incorporating health-and-wellness practices into the workplace-wellness initiatives, as it has been shown that mental well-being is closely linked to productivity levels.
- Employees can focus on enriching their personal-growth by exploring education-and-self-development courses during their free time, which can help them improve their skills and broaden their knowledge base, thereby aiding in their focus at work.
- Incorporating home-and-garden activities into one's lifestyle can provide a sense of accomplishment and relaxation, leading to a more balanced mind and increased focus during work hours.
- By adhering to a focus-driven lifestyle that balances work, personal development, and relaxation activities, employees can improve their productivity, work efficiency, and overall performance. This approach aligns well with the science of productivity and promotes a holistic well-being in an individual's life.
