Managing Workplace Interruptions

How many tabs do you have open on your computer right now? 👀 If you’re anything like me, then it’s far too many. And it’s damaging your productivity. Let’s talk about one key factor that derails your focus: 👉 Attention Residue If you have any kind of office job, or you’re a knowledge worker, then you know that your attention gets split across so many different tasks across the day. Perhaps you’re answering emails, then checking Slack, then working on a report, and then you have more emails to write. And while this is sometimes necessary, it’s actually pretty bad for your productivity. This is because of something called ‘Attention Residue’. Attention residue was first described by management professor Sophie Leroy in a paper published in 2009. As you switch between tasks, your focus doesn’t switch with you. A little bit is left with the first thing you were working on. This means that you can’t give your full attention to your new task, as your brain is still a little bit stuck on what you were previously working on. As much as we like to think that we’re great at multitasking, or trying to boost our productivity by doing lots of things at once, our brains just aren’t designed to work like that. So constantly switching between tasks means that we damage our productivity and the quality of our work. It can also lead to us feeling unnecessarily overwhelmed, as our brains try to cope with lots of different jobs and responsibilities all at once. But there IS a solution - and it’s pretty simple. Have you heard of the phrase ‘Deep Work’? It was coined by Cal Newport, a professor and author who researches modern ways of working and thinking. Deep Work is what allowed scientists, writers, and artists of the past to produce their best work. They would lock themselves away, and devote themselves entirely to their tasks - whether that’s painting, poetry, or experiments. In the modern world, getting to a place of deep work is hard. And there are so many distractions and demands on our time, and our jobs are never as simple or uncluttered as we’d like. So how do we get to a place of focus, whatever our tasks are? Time blocking can be an effective technique for reducing the negative effects of attention residue. Rather than switching between checking your emails and writing that report all morning, set aside an hour at the start of your day to respond to your messages. Then, you can spend the rest of your time focused on important work. You can also schedule a specific time for deep work. We all have different times of the day when we’re most productive. So, if you know that you do your best focusing between 9-12 in the morning, then this can be your deep work block. Less important tasks can be done later in the day, as they don’t require so much mental energy. Simple changes like this can have a huge impact on our productivity and wellbeing.

Picture this: Dave, a modern-day professional, immerses himself in the hustle and bustle of daily tasks, darting from one activity to another, each demanding a slice of his fragmented attention. Hold on, scratch that. Let’s not romanticize the gritty reality of multitasking. It’s not an art, it’s not a skill. It's a scientifically documented pitfall. Let's talk facts. According to a study from the University of London, multitasking can drop your IQ as much as a night without sleep. That's not a badge of honour, that's a red flag waving vehemently, screaming for attention. Here’s another: a report published in the Journal of Experimental Psychology highlights that multitasking can reduce productivity by as much as 40%. That’s not just a dip, it's a cliff, a dangerous drop into the abyss of inefficiency. Think of your brain as a computer processor. When you overload it with too many programs running simultaneously, what happens? It slows down, lags, and sometimes crashes. The human brain, despite its complexity, operates on a similar principle. We are not built for simultaneous processing. We are built for focus, for dedicated engagement with one task at a time. But Dave is relentless, right? He bounces from emails to meetings, from spreadsheets to Slack notifications, a relentless pinball in the arcade of modern business chaos. Wrong move, Dave. Because with each switch, Dave pays a tax, a "switching cost" that drains cognitive resources and time. It’s like driving with a foot on the brake – a surefire recipe for burnout and decreased output. Steve Jobs didn’t rise to the pinnacle by scatter-gunning his focus. His genius lay in the relentless pursuit of perfection, in doing one thing, doing it extraordinarily well, and then moving on to the next. So, here’s the hard-hitting reality: Multitasking is not a skill to be honed; it's a mirage to be avoided. In the realm of business and entrepreneurial excellence, it's time to dismantle the multitasking myth, to discard it like the outdated relic it is. We need a shift, a radical refocusing of our energies. Because the future belongs not to the busiest, but to the focused, to those who can navigate the noise and hone in on what truly matters. Remember Dave? Tomorrow, Dave opts for a change. He decides to embrace unitasking, giving each task his undivided attention, nurturing it to completion without the cacophony of modern-day distractions. And as the day winds down, Dave realizes a profound truth: Multitasking was the greatest con of the modern business world. No more divided focus, no more fractured efforts. Do one thing, do it well, then move to the next. In the quest for excellence, it’s not about juggling tasks but mastering focus. One focused step at a time, onto a path less chaotic and more productive.

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.

Time stops being your own the moment you become CEO. I remember taking over London radio station Kiss FM years ago. (The youthful demeanour in that photo didn’t last long 👶🏻 😂) In my first week as a CEO, my calendar filled up faster than a Glastonbury headline slot. Everyone wanted a catch-up or “just a quick word”. I spent so much time reacting to other people’s priorities that my real job - leading the company - got buried beneath the noise and it took me weeks to regain control of my own agenda. Here are four strategies that I still use today when I feel the outside world leaning in too far: 1. Turn your calendar into a fortress Block out “deep work” time every week for strategic thinking and high-impact work. Treat these blocks like your most important meetings. 2. Shrink your default meeting times Most meetings expand to fit the time they’re given. Set the calendar default to 30 minutes instead of an hour. You’ll be amazed at how much more productive they become. 3. Make stakeholders work for access Create clear communication rules with board members and investors. Regular updates are fine, but limit how often you’re available for drop-ins or last-minute calls. 4. Say no - without apology As CEO, your most powerful tool is focus. Politely but firmly decline anything that doesn’t align with your top priorities. Saying no isn’t selfish; it’s leadership. Master these, and you’ll feel a little less like the company’s busiest person - and a lot more like its most effective one.

As an Autopreneur, I've learned that the key to success is not just working hard, but working smart. One of the most powerful techniques I use is deep work - focusing intensely on a single task without distraction. Here's my deep work routine to help you master anything: 1. Turn Off Your Phone Notifications, calls, and texts are the enemy of deep work. When I'm in deep work mode, my phone is on airplane mode or in another room. If you service low-leverage tasks, you sacrifice energy from higher-leverage activities. It's a zero-sum game. 2. Reduce Multitasking Studies show that multitasking reduces productivity by 40%. When I'm doing deep work, I focus on one task at a time. I break projects into small chunks and work through them systematically. Multitasking is the ability to screw everything up simultaneously. 3. Practice Mindfulness And Meditate Before starting a deep work session, I take a few minutes to meditate. This helps clear my mind, reduce stress, and increase focus. Mindfulness gives you time. Time gives you choices. Choices, skillfully made, lead to freedom. 4. Get More Sleep Adequate sleep is crucial for cognitive function and productivity. I aim for 7-9 hours per night to ensure my brain is well-rested and ready for deep work. Practice does not make perfect. It is practice, followed by a night of sleep, that leads to perfection. 5. Focus On The Present Moment During deep work, I aim to be fully present with the task at hand. If my mind starts to wander, I gently bring it back to the present. This takes practice, but you can train your brain to focus. 6. Take Breaks Paradoxically, taking breaks can actually improve your focus. After 60-90 minutes of deep work, I take a short break to recharge. I'll go for a quick walk, do some stretches, or just rest my eyes for a few minutes. Because taking a break can lead to breakthroughs. 7. Connect With Nature Whenever possible, I do my deep work sessions outside in nature. The fresh air, natural light, and greenery have a calming effect that aids concentration. I believe nature is not a place to visit; it is home. 8. Train Your Brain Deep work is a skill that can be trained and improved over time. Start with shorter sessions (25 minutes) and gradually increase the duration as you build your focus muscle. Continuous improvement > Delayed perfection. 9. Exercise Daily  Regular exercise is one of the best things you can do for your brain. It increases blood flow, releases endorphins, and promotes the birth of new brain cells. Movement is a medicine for creating change in your physical, emotional and mental states. __ Enjoy this? ♻️ Repost it to your network and follow Matt Gray for more. Want more tips on how to achieve your goals? Join our community of 172,000+ subscribers today: https://lnkd.in/eaK8wGEG

Most people speak of mental resilience as if it is something you either have or do not have. In my experience, it is something you build. Quietly. Consistently. Intentionally. One of the most effective practices I return to, especially in challenging times, is gratitude. Not the kind reserved for good days or milestone moments. The kind that requires you to pause during discomfort and still find something meaningful in the moment you are experiencing. Every challenge offers a choice. You can remain in self-pity and frustration, replaying what went wrong. Or you can dig deep and choose to look inward, finding just one reason to be thankful. This is not an exercise in denying reality. It is a shift in perspective. It is the decision to notice what still remains, rather than what has been lost. Over time, I have seen this practice become easier. Your mind learns to reflect, to trace moments that may have gone unnoticed, and to appreciate people, lessons, and experiences that brought depth even in discomfort. Gratitude does not change the situation. It changes how you move through it. Resilience is built in those quiet moments of intentional reflection. It is reinforced every time you choose awareness over reaction. What is one thing you are grateful for today? #Leadership #Mindset #Growth #Gratitude

Struggling to say "no" at work? You're not alone. (a highly requested guide on professional boundaries) Everyone knows saying "no" is decisive. But very few master it properly. Let me show you exactly how to decline requests while maintaining relationships. Here's the complete framework I use (and teach): 1. Master the "Direct but Polite" approach → Always start with appreciation → "I appreciate your offer, but..." works perfectly → Keep it simple, clear, professional 2. Provide alternatives when declining → Suggest other team members who could help → Offer different timelines if possible → Show you're solution-oriented 3. Set crystal-clear boundaries → Communicate your current workload openly → Share your priorities transparently → Help others understand your capacity limits 4. Emphasize existing commitments → Show dedication to current projects → Explain how new tasks would affect quality → Demonstrate professional responsibility 5. Stay honest about capabilities → Be upfront about skill limitations → Build trust through transparency → Ensure appropriate task allocation 6. Express genuine gratitude → Thank them for considering you → Maintain professional relationships → Keep doors open for future collaboration 7. Assert the importance of boundaries → Explain how this benefits everyone → Focus on quality over quantity → Protect your work-life balance Look, I get it. Saying "no" feels uncomfortable. Maybe even scary. But here's what proper boundary-setting allows you to do: • Build stronger professional relationships • Maintain work quality • Increase productivity • Earn more respect • Prevent burnout Your approach can vary. My framework might need adjustments for your situation. That's perfectly fine. Just ensure you're consistent with your boundaries. I hope this helps you master the art of saying "no" professionally. Repost if you found this valuable P.S. Do you find it difficult to say "no" at work? Yes/No? #employees #workplace #office

Saying ‘NO’ without going on a guilt trip at work. Sounds impossible, right? Let’s turn this into “I’M-POSSIBLE” You see, saying “No” at work doesn’t make you difficult It makes you sound like a person with clarity But let’s be honest, saying no without guilt is an art most of us were never taught Especially if you’re: → New to the team → Worried about being seen as “uncooperative” → Someone who was raised to say yes, always So here are 3 real phrases I coach my clients to use When a plain “no” feels too sharp, but a yes would cost too much: 1. “I’d love to help, but I’m currently focused on (X priority) Can we revisit this next week?” This way, → You’re not rejecting, you’re rescheduling → You protect your bandwidth without burning a bridge 2. “That’s outside my current role, and I want to make sure I’m doing justice to my core responsibilities first.” → You’re not being rigid, you’re being responsible → It shows clarity, not avoidance 3. “That’s not my area of expertise, and I think [name/department] Might be better suited to help.” → You’re not saying “I won’t help”, you’re saying “they’ll help better.” → This is how you protect energy and keep things moving The goal isn’t to say no all the time. It’s to say yes to what truly deserves your time. Boundaries aren’t barriers. They’re filters for focus, clarity, and growth. P.S. What’s one situation where you found it hardest to say no? #WorkplaceWellbeing #CommunicationSkills #BoundarySetting #Assertiveness #SoftSkillsCoach #LeadershipTips

We have normalised the abnormal. And it’s to our detriment. Companies and individuals alike seem to think that it should be accepted to work with constant interruptions and distractions. Radical point of view here: It’s not! The key to productivity isn't doing MORE – more tasks, more meetings, more apps for tracking metrics and deliverables, ANOTHER SPEADSHEET… It’s knowing when to step back and disconnect. A digital detox, if you will. I can tell you with full confidence, after 2 decades being around high performers and executives, that those who achieve the most in their fields are those who aren’t always accessible. Why? They're the ones who deliberately create space for deep work. The science backs this up: achieving flow state—that magical zone where work feels effortless and time melts away—requires three things: → Work that energizes you → Deep focus → The ability to work on the task without interruption How can you achieve all 3 when you’re dealing with yet another Teams notification or Slack message? Each of these interruptions is sacrificing your most valuable resource: your attention. A single interruption costs you not just the seconds to check it, but the additional 23 minutes to fully regain your concentration. My advice? Schedule "meetings of one" with yourself. Block your calendar, silence notifications, and communicate your unavailability just as you would during any other important meeting. Use this time to tackle projects that will benefit from your full and undivided attention. I’m not saying to go full analogue and reject technology completely, but rather to decide to use it intentionally. When you protect your focus time, you can accomplish in 2 hours what might otherwise take an entire day. What's your strategy for creating focus time? Have you experienced the productivity boost that comes from strategic digital detox? #DigitalDetox #LinkedInNewsDACH #ProductivityHacks

Lets talk about how visual management can help resolve cluttered workflows...i.e. disorganized and hard to follow tasks, information and processes. You will recognize a cluttered workflow because of the wasted time, mistakes and frustration associated with it. It's largely due to work that is unclear to people, with lack of oversight on roles and responsibilities, and no easy way to see progress or identify problems. Of course, what we all want is to walk into our workspace and immediately see what needs attention, what’s on track, and what’s completed. And while visual management is not the only factor in achieving this, it's definitely a large factor. Visual management transforms chaos into clarity. It creates a transparent, efficient environment where everyone is on the same page and can contribute to the team’s success. The thing I love about visual management is that a company needs very little training to start implementing it. The biggest problem most companies have is knowing which visual management tools to use... ...so here's a simple guide to help you get started: 1️⃣ Identify Your Needs Assess Your workflow by looking at your current processes. Where do you see bottlenecks, confusion, or inefficiencies? Set clear goals and decide what you want to achieve with visual management. Do you want to improve task tracking? Or enhance communication? Or speed up decision-making? 2️⃣ Start with simple easy-to-create tools Try out some of the tools highlighted in the visual below. Start with free and easy tools that look like they will meet your needs. You may have to try a few out to see what works! 3️⃣ Match Tools to Your Team's Work Style Discuss with your team what they find most challenging and what kind of visual tools might help. Their input can guide you to the right choice. 4️⃣ Pilot and Adapt Start small and implement one or two tools on a small scale or within a single team. This allows you to see what works without overwhelming everyone. Make sure to gather feedback by regularly asking your team for feedback on the tools' effectiveness. Are they helping? What needs tweaking? What visual management tools would you recommend and why? Leave your comments below 🙏 #visualmanagement #leanmanagement #lean #efficiency #processmanagement #continuousimprovement