KEY POINTS:
Distractions are an accepted part of working in an office environment, but be it the 'helpful' mail alert that pops up everytime something new appears in your inbox or the incessant conversations of your colleagues, they can affect productivity and lead to hours being needlessly frittered away.
Katheren
Leitner, a director at leadership provider TrainingPlus, says today's workplaces are hives of distraction but productivity can be increased through the implementation of a few simple time management strategies.
"Every time you allow yourself to be distracted, you give up as much as 15 minutes of your day just to refocus on the original task," says Leitner.
For those who want to tackle their time wasting habits, she suggests the following:
Analyse your habits - are you easily distracted?
Habits are like reflexes, says Leitner, they kick in without any thought and are therefore difficult to identify.
Common time wasting habits include responding to emails as soon as they pop up on your 'You've Got Mail' feature and skipping lunch.
There's no point interrupting what you're doing everytime a new email arrives in your inbox, says Leitner.
"Let's face it, in this day and age if someone wants to get hold of you urgently they will ... a direct phone call can often be the most effective approach for both parties."
As for skipping lunch, Leitner says studies have shown most people are limited to a focus period of between 90 and 120 minutes before the brain begins to wander.
"Taking planned breaks regularly will improve your effectiveness, especially if you use these breaks to keep yourself focused by filing or making phone calls," she says.
Analyse your environment - is your work area distracting?
Some people have no problem working surrounded by rustling papers and tapping keys, but others find these factors extremely distracting, says Leitner.
Many organisations have opted for open-plan offices which exacerbate the distractions for those who have trouble working in noisy environments.
Leitner says ensuring you have a functional workspace is paramount to productivity.
"Streamline your process by taking the time to file things and stay up-to-date with your resources.
"A tidy desk may not be the answer for you, but it's still important to consider what you need around you to stay focused."
And if the noise is really getting to you, Leitner suggests keeping a pair of earplugs on hand.
Analyse your to-do list - do you stick to it?
Lists prioritising work tasks are a great aid in getting things done - but only if you stick to them, says Leitner.
The structure of a list helps focus the brain on the job at hand and provides a sense of accomplishment as the tasks are ticked off.
Sticking to it will help you finish the day having accomplished a range of things, instead of leaving you with several tasks begun but not completed.
"Be clear and realistic about your daily tasks and reprioritise them when necessary," says Leitner.
"Time is like money - if you don't create a plan (or a budget) it will quickly disappear."
Take control of outside distractions
We are all sometimes faced with interruputions we have no control over, but they needn't ruin our day, says Leitner.
"Consider whether the interruption is either more important or more urgent than the task at hand.
"If neither of these criteria apply, then you're probably best to continue with what you are doing and attend to the other matter at a more appropriate time."
