In today’s world, most people struggle to maintain focus. Based on research by Gloria Mark, a professor at UC Irvine, the average office worker focused on a single task for just three minutes. From distractions like e-mail, co-workers dropping by for a quick question, and smartphones, maintaining concentration can seem like an impossible feat.

This problem is not exclusive to the workplace. Students are also experiencing this as iPads have replaced textbooks and distractions lurk at every corner.

The good news is that this skill can be practiced. Focus is like a muscle that must be exercised to be strengthened. It is an essential component of increasing productivity.

What is productivity?

Oxford Languages defines productivity as “the effectiveness of productive effort, especially in industry, as measured in terms of the rate of output per unit of input.” In other words, productivity means maximizing output (work completed) for minimum effort (time and energy spent).

Being “productive” has gained popularity over the last decades because of its appeal to minimize effort while maximizing high-quality work. Feeling productive is also rewarding. You’ve probably experienced this accomplished feeling after a burst of 30 minutes of focused effort on a task.

A few qualities set productive people apart, including being proactive, organized/structured, and focused by removing distractions.

How can you and your student(s) increase productivity levels?

Plan your month, week, and day on paper.

According to research conducted at the University of Tokyo, writing by hand is associated with stronger memory recall, speed, and accuracy than that of a tablet or smartphone.

Ideally, you can use an agenda that has all 3 views available in one - monthly, weekly, and daily. Start by planning your month for your macro-level view of key dates, appointments, and meetings. Then, define your weekly priorities and organize your schedule to reflect those. For details on how to plan your day, refer to bullet number two below.

2. Time-block your days.

Calvin C. Newport is an American non-fiction author and associate professor of computer science at Georgetown University, who has popularized the concept of time-blocking to maximize productivity. As a professor gaining tenure at the age of 33 (while the average age of tenure in the US is closer to 40), he attributes this accomplishment to completing deep work by using time blocks.

How exactly does time-blocking work? He suggests mapping out your day (vertically) with the hours of the day alongside tasks. For example, time-block 9-10:30 AM can be writing reports, 10:30-11 AM can be checking email, and so on. Time-blocking email is such a game-changer. It can seem odd at first to close your inbox as you are likely accustomed to notifications pinging for your attention, but this one small change will help you maintain focus.

Most people underestimate the time tasks take so give yourself extra time per task as you start time-blocking. Cal estimates that a time-blocked 40-hour work week can produce the same output as a 60+ hour work week pursued without structure.

3. Remove distractions.

According to research in neuroscience by Psychology Today, our brains are not capable of multitasking (completing tasks simultaneously). Rather, we are capable of switching tasks quickly, but it comes at a cost. When you stop a task to start a new one, that in-between stop/start process actually slows us down and can result in mistakes and drained energy.

Multi-tasking, such as checking your phone while you are working on a report for work, will make you less productive than focusing on one single task at a time. Consider removing tempting distractions, such as phones or sources of loud noise when focusing on crucial tasks.

4. Document next steps.

An MIT study revealed 5 things highly productive people do daily. One of those included documenting the next steps and defining who is responsible at the end of every meeting. This helps ensure alignment and accountability. Consider using a template like the one below for any work meetings.

5. Take breaks.

Most of us are familiar with the afternoon slump, where a kick of caffeine is likely what’s needed to regain energy. Many of us have also experienced “tunnel vision” where we become blind to errors/typos when re-reading something repeatedly. The solution is to take a break and re-visit the document with refreshed eyes.

Taking a break for coffee, tea, or simply socializing is essential to productivity. This is also a great opportunity to check your phone, which you have resisted while you were focusing on your valuable tasks.

The bottom line.

Whether you are striving to get a promotion or your child is aiming to ace their test, most of us understand the appeal of increasing productivity. However, putting these principles into practice is easier said than done. For most of us, the ability to focus is becoming more challenging due to an overload of daily distractions.

The silver lining is that this skill can be practiced and strengthened to maximize productivity. Consider implementing one tip per week and your productivity levels will skyrocket in just over a month.

5 Best Productivity Habits for Parents and Students