Ever had one of those days where you sit down to tackle a big project, full of good intentions, only to find yourself checking emails, scrolling social media, or getting sidetracked by a dozen other things within minutes? You’re not alone. It feels like our attention spans are constantly under attack, pulled in a million different directions by notifications, endless to-do lists, and the sheer volume of information coming our way.
It’s a common struggle, and one I’ve faced myself. I remember trying to learn a new software program, something I was genuinely motivated to master. I’d set aside the time, my energy levels were good, but within three minutes of hitting play on a tutorial video, I’d be reaching for my phone to check Instagram. It was a clear sign: even when everything else was aligned, my attention was the final hurdle. My co-host, Brooks, often calls attention the “final boss mode” in productivity, and he’s absolutely right. It’s the toughest skill to master, but also the most rewarding.
At Asian Efficiency, we believe that mastering your attention is key to unlocking true productivity. It’s part of our T-framework: Time, Energy, and Attention. While many people initially struggle with time management, and then energy, attention is often the last and most challenging piece of the puzzle. But here’s the good news: it’s a solvable problem. There are so many practical, tactical things you can do to sharpen your focus. We’ve distilled years of experience and countless experiments into 15 actionable tips that you can start using today.
The Foundation of Focus: Mindset and Preparation
Before we dive into specific techniques, let’s talk about setting the stage. True focus isn’t just about willpower; it’s about creating an environment and a mindset that supports deep work. Think of it like preparing for a big game: you wouldn’t just show up without warming up or knowing the plays, would you? The same goes for your attention.
Embrace Single Tasking
This might sound obvious, but it’s profoundly powerful: focus on one thing at a time. Our brains are actually designed to concentrate on a single task, not juggle multiple ones simultaneously. What we often call “multitasking” is really “switch-tasking,” where your brain rapidly jumps between different activities, losing efficiency with each jump. It’s like trying to have five conversations at once; you’ll likely miss important details in all of them.
I’m a big believer in the idea that the way you do one thing is the way you do everything. If you can practice single-tasking in small, seemingly insignificant areas of your life, it builds a muscle that translates to your most important work. For instance, I used to brush my teeth while watching TV, or wash dishes with my iPad playing next to me. I thought I was maximizing my time. But then I started consciously choosing to just brush my teeth when brushing my teeth, or just wash dishes when washing dishes. No distractions. It felt a little strange at first, but I noticed my intention became much more focused, not just on the task at hand, but in everything else I was doing. It was an exercise in focus that paid dividends across my day.
Brooks shares a similar experience. He realized he was always reaching for his AirPods while walking to the bus stop, feeling the need to have some distracting sound. He challenged himself to just walk, to just be present. This seemingly small shift helps train your brain to be okay with singular focus, rather than constantly seeking external stimulation. It’s about exercising that focus muscle, even in the little moments.
Clean Your Slate
Imagine walking into a cluttered room versus a tidy one. Which one feels more conducive to clear thinking? The same applies to your workspace, both physical and digital. Cleaning your slate means decluttering your environment to minimize distractions before you start a focused work session.
This could mean tidying your desk at the end of each day, so you start fresh the next morning. It also applies to your digital space: closing unnecessary apps, browser tabs, and documents. It’s tempting to leave everything open, thinking you’ll pick up right where you left off. But as Brooks points out, it’s often better to “come in clean and get yourself organized fresh rather than having all this like clutter.” A clean slate reduces mental load and helps you dive straight into your priority without being pulled in different directions by lingering digital debris.
Cultivate a Focus Ritual
Just like athletes have pre-game rituals, you can create a personal focus ritual to signal to your brain that it’s time to get serious. This isn’t about a lengthy, elaborate ceremony; it’s about a short, consistent routine that puts you in the right state of mind.
For me, it’s simple: I’ll make some matcha tea, step outside for a few minutes to get some fresh air and sunlight, and sometimes put on a specific playlist of focus music. These small actions, done consistently, create a mental trigger. My brain knows: when the matcha is brewing and the focus music is on, it’s time for deep work. Brooks has a similar approach, reserving certain music playlists only for deep focus sessions. By associating specific actions or sounds with focused work, you build a powerful mental shortcut that helps you transition into that productive state much faster.
Strategic Time Management for Deep Work
Once your mindset is primed and your environment is clear, the next step is to manage your time strategically. This isn’t just about filling your calendar; it’s about creating intentional blocks for focused work and smart breaks.
The Power of the 30-Minute Break
Many of us power through our to-do lists without breaks, only to find ourselves burnt out by midday. The secret to sustained focus throughout the day isn’t endless grinding; it’s strategic pausing. My simplified rule is to take a 30-minute break for every hour of focused work. This isn’t a rigid rule, but a guideline to encourage intermittent recharging.
What do you do during these breaks? Anything but work! Go for a short walk, grab a snack, hydrate, do a quick meditation, or just step away from your desk. Brooks finds these breaks incredibly helpful for motivation. When a task feels daunting, a quick walk or chat with a colleague can completely shift his perspective, making him feel re-energized and ready to tackle the work. These small recharges prevent burnout and keep your focus sharp.
Structure Your Focus with Pomodoro
If you need a more structured approach to breaks, the Pomodoro Technique is a timeless method. It involves setting a timer for 25 minutes of focused work, followed by a 5-minute break. After four Pomodoros, you take a longer 15-30 minute break. You can adjust the timings to suit your rhythm, but the core idea remains: short bursts of intense focus punctuated by regular, short breaks.
I’ve been using the Pomodoro Technique since 2008 or 2009, and it’s still one of my go-to methods, especially when I’m procrastinating. It’s a proven way to get yourself into action. Brooks uses it as a “life preserver” when he’s struggling to get going, finding that the structured approach helps him regain momentum. It’s a simple yet incredibly effective tool for maintaining focus and preventing mental fatigue.
Create a 3-Hour Block of Time
We all chase that elusive “flow state,” where you’re so immersed in your work that time seems to disappear. What if you could achieve that state at least once a week, if not more often? The key is to create a dedicated 3-hour block of time on your calendar.
Why three hours? Because it’s nearly impossible to enter a true flow state in short bursts of 10 or 30 minutes. When you have a substantial window, you don’t feel rushed. You have the space to think, experiment, research, and truly dive deep into a complex task. Even if you don’t spend the entire three hours in intense focus, the knowledge that you have that protected time allows your brain to relax and engage more fully. Brooks advises that if three hours feels impossible, start with whatever you can protect and gradually expand it. The goal is to create that spaciousness for deep, uninterrupted work.
Tactical Approaches to Task Management
Beyond managing your time, how you approach your tasks themselves can significantly impact your ability to focus. These tips are about smart execution and eliminating mental friction.
Batch Similar Tasks
While single-tasking is crucial, batching is about grouping similar activities together to reduce mental switching costs. It’s not about doing multiple things at once, but about organizing your work so you’re in the same “mode” for a sustained period.
For example, if you have several presentations to create, instead of finishing one completely before starting the next, consider batching. Outline all three presentations, then create all the slides, then refine the content. As Brooks explains, you get into “PowerPoint mode” or “slide-building mode,” and your brain stays in that groove, making you more efficient. This applies to anything from organizing your email inbox and your note app inbox in one session, to handling all your administrative tasks together. It leverages your brain’s ability to stay focused on a particular type of work.
Implement the 2-Minute Rule
Inspired by David Allen’s Getting Things Done, the 2-minute rule is a powerful way to clear small tasks quickly. If a task takes less than two minutes to complete, do it immediately. If it takes longer, then you can decide to delegate it, postpone it, or add it to your to-do list.
This rule is incredibly versatile. I apply it to emails, text messages, and even physical papers. If I can reply to an email in 30 seconds or less, I do it right away. It prevents those small, nagging tasks from accumulating and becoming mental clutter. Brooks perfectly captures the frustration of delaying a small task only to realize it would have taken less than five minutes to do in the first place. The mental weight of an undone small task can be surprisingly heavy. By combining batching with the 2-minute rule, you can power through a significant amount of administrative work very quickly, freeing up your mind for deeper focus.
Define Your “Definition of Done”
Before you start any task, ask yourself: What does “done” look like for this? Having a clear “Definition of Done” (DOD) is a newer practice for me, but it’s been a game-changer for focus. When you know your destination, it’s much easier to stay on course and avoid distractions.
Without a clear DOD, you’re more susceptible to getting sidetracked, or you might not realize the consequences of not finishing on time. For example, if I’m creating a course, the broad DOD is “course ready for publication.” But I break that down further: outlining a script has its own DOD, writing the script has another, and recording the video has yet another. Each smaller DOD helps me focus on that specific step, knowing exactly what I need to achieve before moving on. As Brooks wisely notes, “a big cause of procrastination is lack of clarity.” By investing a tiny bit of time upfront to define “done,” you eliminate that ambiguity and pave the way for focused execution.
Prioritize Ruthlessly
“Everything is a priority!” Sound familiar? It’s a common lament, but when everything is equally important, nothing truly is. To achieve focus, you need a clear priority list, ideally with just one, two, or three top tasks for the day, ordered by importance.
This isn’t easy, but it’s essential. By committing to tackling your highest priority first and not moving on until it’s complete, you create a powerful sense of urgency and focus. It’s a proactive way to ensure you’re always working on what matters most. This simple concept makes life so much easier and smoother because it’s a sign that you have your priorities straight and know your direction. It eliminates the mental drain of constantly deciding what to do next.
Leveraging Tools and Environment
Your physical and digital tools, and even your location, can be powerful allies in your quest for focus. Don’t underestimate their impact.
Change Your Location
Sometimes, a simple change of scenery can work wonders for your focus. If you work from home, like I have since 2009, it’s easy to get a bit stir-crazy. I find that changing locations once or twice a week can provide a fresh perspective. This could mean working from a library, a coffee shop, or even a public park with Wi-Fi.
Brooks notices that when he’s away from his normal work location, he becomes incredibly focused. He’s not sure if it’s the single laptop screen, the novelty, or the slight inconvenience of packing up, but it works. While I might not do heavy deep work in a coffee shop, it’s perfect for administrative tasks, checking emails, or processing information. A new environment can give your brain a “fresh boot” and help you concentrate.
Utilize Focus Modes on Your Devices
We live in the “golden age of productivity features” on our devices. Whether you use iOS, Android, macOS, or Windows, your phone and computer likely have “Focus Modes” or “Do Not Disturb” settings. These allow you to customize notifications and distractions.
Brooks is a big proponent of fine-tuning these settings to support his work. While I tend to keep it simple (either off or Do Not Disturb), the key is to use them. My phone is in Do Not Disturb for most of the day, especially during my core work hours. This simple act prevents constant interruptions and allows me to maintain my concentration. Don’t be afraid to explore these built-in features; they are designed to help you win back your attention.
Manage Your Slack/Teams Status
In today’s collaborative work environments, communication tools like Slack and Microsoft Teams can be major sources of distraction. A simple yet powerful tip is to set your status to “Do Not Disturb” (DND) and use a status message indicating you’re focused on a task.
I once worked with a client who found it incredibly difficult to get work done because she felt she had to be constantly available on Teams. When I suggested turning it off for an hour, she looked at me like I was crazy! But even setting her status to DND and adding a message like “Focusing on X, will respond later” made a huge difference. She noticed fewer messages and, though it felt uncomfortable at first, it empowered her to protect her focus. As Brooks wisely notes, “a lot of us feel that we’re being held to a standard of responsiveness that isn’t really true.” Your focus is your most valuable asset, and protecting it ultimately helps your organization.
Overcoming Procrastination and Preparing for Success
Finally, let’s talk about the mental game of productivity: beating procrastination and ensuring you have everything you need before you start.
The “I’ll Just” Trick
Procrastination often stems from a task feeling too big or overwhelming. The “I’ll Just” trick is a simple yet incredibly effective way to bypass this mental block. Whatever task you’re avoiding, break it down into the most ridiculously simple first step, and tell yourself, “I’ll just do that.”
For example, if you need to write a report, tell yourself, “I’ll just open a blank Google Doc.” If you need to start an email, “I’ll just put the recipient’s name in the ‘To’ field.” The commitment is so small, your brain doesn’t resist. But here’s the magic: once you take that tiny first step, momentum builds. You open the doc, and then you think, “Well, I’ll just add a title.” Then, “I’ll just write the first sentence.” Before you know it, you’re deep into the task. I’ve been using this trick since 2013, and it’s a testament to how effectively we can trick our brains into getting started.
Think Ahead
Nothing derails focus faster than starting a task only to realize you’re missing a crucial piece of information, a login, or a necessary approval. The final tip is to think ahead: before you begin a focused work block, anticipate everything you’ll need.
This could be as simple as ensuring you have enough water to make it through your session, or as complex as gathering all necessary documents, login credentials, or approvals. Brooks shared a frustrating experience where he planned to edit a podcast episode at a lake, only to realize he hadn’t loaded the files into his editing software, which required good Wi-Fi he didn’t have. Two hours wasted, all because he didn’t think ahead. A few minutes of preparation can save hours of frustration and ensure your focused time is truly productive.
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Mastering your focus isn’t about being perfect; it’s about consistently applying simple, actionable strategies. You don’t have to implement all 15 tips at once. As we always say at Asian Efficiency, “one tweak a week is all it takes to make massive productivity gains.” Pick just one tip that resonated with you today, implement it consistently for a week, and observe the difference. Once that feels natural, add another. In just a few months, you’ll be amazed at how transformed your focus, and your overall productivity, will be.
What’s the one focus tip you’re going to implement this week? Let us know!
