Focus on the Task: Learn from the Olympics

Q. Yesterday our boss suggested we focus on our jobs the way Olympic champions focused on competing in Athens. But how do we do this at work? We’re processing data on screens; making product; providing service and support. —Ben Z.

A. Your boss’s suggestion makes good sense. Actually, you really are competing in another kind of Olympics—where only the best companies win the Gold Medal: securing a major market share for their product or business. The University of Cambridge Counseling Center has some good advice for staying focused on any task:

To deal with the times when our thoughts are scattered, and our minds race from one thing to another, we need to practice concentration strategies until we can concentrate when we have to. Practicing just three skills will help you to focus better:

1. STOP!

This sounds simple, but it works. When you notice your thoughts wandering, say to yourself, STOP! and then bring your attention back. Each time your attention wanders, bring it back. At first, this could happen several times a minute. But each time, say STOP! and then re-focus. Don't waste time trying to keep thoughts out of your mind; put your effort into STOP! and re-focus.

2. Focus.

This means not giving in to distractions. Think of it as mental tunnel-vision:

you keep your focus only on what’s in front of you. If you’re distracted, use the STOP! technique to regain focus. And practice focusing everywhere:

• In a meeting, if people move or cough, ignore them. Don't look at them; actively exclude them from your attention on the speaker.

• In a social situation, keep your attention only on one person: what they say, how they say it, how they look etc. - and ignore everything else.

3. Plan Worry Time

Set aside specific periods during the day when your tell yourself it’s OK to worry. Plan some “worry time” just before doing something specific, to help you stop worrying on time—like just before a favorite TV program or meal-time. Whenever an anxious thought enters your mind during the day, save it until your next worry time, and re-focus on what you’re supposed to be doing. You might even write down the worry. That way, won't forget it when you get to your worry time. And make yourself worry for the full time. This will stop you from worrying at times when you’re supposed to be concentrating.

Some other strategies:

• Once you know what your concentration span is for a specific activity, decide whether you need to train yourself to expand it.

• Between periods of concentration, change your physical and mental activity – such as move around to boost your circulation, and give your brain a new focus.

• Reward yourself (maybe with some daydreaming!) every time you’re able to keep your level of concentration for the time needed.

• Make your mental activity active! Ask questions to help you focus when you’re reading reference material or listening to a lecture, instead of just passively reading, or listening and hoping that something will stick. Then write brief notes on what you learned.

• Make sure your work environment helps you to focus. Reduce or eliminate distractions and don't be so comfortable that you nod off. You’re supposed to be working, remember?

• Plan to do tasks that need the most concentration when you’re mentally and physically fresh. This means you need to know when you work best: some people work best in the morning; some in the afternoon or evening.

• Decide whether working with another person helps you stay focused on the task. If that’s how you’re really productive, get yourself a working partner or teammate who also works better with a partner.

• If you’re stuck finding a solution, make sure that the problem is poor concentration and not a lack of the knowledge or understanding about the problem.

• Don’t look for an easy answer in stimulants such as caffeine or medication. They have only a short-term effect of making you feel alert, and too much or too long an exposure to them can seriously affect your physical and mental health.

• Take short breaks often to recharge your mental batteries. A walk around the office or through the plant is a great refresher.

• For especially boring tasks, find five central, important ideas about the task to think about.

And focus on them completely throughout the boring task.

• Allow daydreaming only as a reward for concentrating well on a tough task.

• Save any negative thinking for your worry time. Negative thoughts drain energy—and take us off task. Try seeing the positive side of a negative thought. It’s there; you just have to look for it.