Ever had one of those days where you feel like you’re constantly busy, but at the end of it, you look back and wonder, “What did I actually accomplish?” It’s a frustrating feeling, isn’t it? Like you’re running on a hamster wheel, putting in the effort, but not really moving forward on the things that truly matter. I know that feeling all too well. There have been times when my calendar was packed from morning till night with meetings, emails, and quick chats, leaving me feeling drained and scattered. It was like trying to catch water with a sieve… a lot of activity, but nothing really sticking.
That’s why I became obsessed with finding a better way, a way to not just be busy, but to be effective. And what I discovered, and what has truly transformed how I approach my work, is the power of deep work. It’s not just a buzzword… it’s a deliberate practice of focusing without distraction on a cognitively demanding task. Think of it as your personal superpower, allowing you to create, innovate, and solve complex problems in a way that shallow work simply can’t.
Why True Focus Feels Like a Lost Art (and How to Reclaim It)
In today’s always-on world, deep work often feels like an impossible dream. Our phones buzz, emails pile up, and chat apps like Slack or Teams constantly demand our attention. It’s a relentless barrage of notifications, each one pulling us away from the task at hand. My good friend and co-host, Brooks, often talks about this… even if you’re a “productivity ninja” with all your notifications tamed, there’s still that nagging feeling in the back of your mind that something is waiting for you. That constant mental tug-of-war makes it incredibly difficult to truly immerse yourself in a task.
It’s not just the tech, either. Our work culture has shifted. Remember those old TV shows where people went to work, did their job, and then went home? Now, for many of us, the lines are blurred. Work spills into evenings and weekends, making a predictable schedule feel like a luxury. When boundaries are iffy, and everyone else seems to be working around the clock, it can feel like you’re falling behind if you’re not constantly “on.” But here’s the thing… constant busyness doesn’t equal constant productivity. In fact, it’s often the opposite. To truly move the needle, you need dedicated time for deep, uninterrupted focus.
Your Calendar is Your Ally: Scheduling Deep Work Like a Pro
So, how do you carve out this precious deep work time in a world that constantly demands your attention? The answer is surprisingly simple, yet often overlooked: you schedule it. Just like you’d schedule an important meeting or a doctor’s appointment, you need to make an appointment with your most important work. For me, this means blocking off at least three 60 to 90-minute deep work sessions on my calendar every single week. If those blocks aren’t there, I find that deep work just doesn’t happen. It gets pushed aside by urgent, but often less important, tasks.
Brooks agrees. He also schedules his deep work, aiming for 60-minute blocks three times a week. He even mentioned how he loves seeing those deep work blocks on other people’s calendars… it’s a clear sign that “this person gets it.” While he tends to leave his blocks open, I take a slightly different approach. When I schedule my deep work, I actually assign a specific task to that block. It’s usually something that isn’t due immediately, allowing me to work ahead and reduce future stress. This proactive approach ensures that when the time comes, I know exactly what I need to focus on, eliminating any decision fatigue.
Now, you might be thinking, “That sounds great, Thanh, but my calendar is already packed! There’s no space for deep work.” I hear you. I once worked with a client whose calendar was a solid block of meetings from Monday to Friday. Her deep work happened mostly on weekends, which isn’t sustainable in the long run. Our first step was to identify what could be removed. Are there meetings you don’t have to attend? Can you read a summary instead of sitting through an hour-long discussion? Sometimes, it takes a few weeks to transition out of recurring commitments, but freeing up even small pockets of time can make a huge difference.
Once you’ve cleared some space, the next challenge is deciding what to fill it with. This is where clarity on your priorities becomes crucial. For my client, we had to help her identify her top 2-3 quarterly objectives. Once those were clear, it became much easier to pinpoint the specific activities that would move the needle on those goals. For example, if employee retention is your key metric as an HR manager, your deep work might involve crafting a new onboarding program or analyzing feedback surveys. The key is to tie your deep work directly to your most important, high-impact tasks… the ones you’re actually evaluated on.
Small Bites, Big Impact: You Don’t Need a Full Hour to Start
One of the biggest misconceptions about deep work is that you need a massive, uninterrupted chunk of time to make it count. We often hear about 60 or 90-minute sessions, and if we can’t get that, we think, “What’s the point?” This reminds me of my own experience with working out. For a long time, if I had a 60-minute gym session planned but was running 15 minutes late, I’d often just skip it, thinking, “What can I really do in 45 minutes?” It sounds silly now, but it was a real mental block.
Then I started working with a personal trainer who did 30-minute workouts, and I was beat after each one. Or think about those intense 10-15 minute HIIT workouts you see online… they’re short, but incredibly effective. This taught me a valuable lesson: even a shorter, focused burst of effort is far better than nothing. The same applies to deep work. If you only have 20 or 30 minutes, use it! A 25-minute Pomodoro session can be incredibly productive. The goal is to build the habit, to consistently show up for your deep work, even if it’s in smaller increments. Once you start feeling the benefits, you’ll naturally find ways to expand that time.
And if your deep work blocks aren’t sticking, don’t give up! It might not be the concept of deep work itself, but rather when you’re trying to do it. Maybe your mornings are too chaotic with team messages, and the afternoon is actually your sweet spot. Or perhaps you’re a night owl and your best focus happens after everyone else has gone to bed. It’s an iterative process… experiment with different times and cadences until you find what truly works for you.
Beyond the Basics: Rituals, Tracking, and Your Personal AI Assistant
To truly master deep work, it helps to create an environment and routine that supports it. Brooks suggests having a pre-deep work ritual. For him, it’s about setting up his computer a certain way and listening to specific “focused music.” His brain now associates those cues with deep work, making it easier to drop into that flow state. Other ideas include using content blockers (like Freedom.to) to eliminate digital distractions or even physically removing your phone from the room. Whatever it is, a consistent ritual signals to your brain that it’s time to focus.
Another powerful tool is tracking your deep work. What gets measured, gets managed, right? I track my deep work hours every week, and it’s been a game-changer. It’s like having a hybrid car and seeing your gas mileage… you naturally start driving more efficiently. By reviewing how many hours of deep work I completed each week, I’m motivated to either match or improve that number. For me, four and a half hours of deep work per week (three 90-minute sessions) is my sweet spot for an ideal week. Tracking helps me ensure I hit that target consistently.
And speaking of tracking, I’ve taken it a step further with a little help from AI. I’ve set up a system where I simply tell my AI assistant (Lindy, hooked up to Telegram) the tasks I want to focus on for deep work, and it automatically finds and schedules those blocks on my calendar. Then, every Sunday, a bot reviews my calendar, calculates my deep work hours (along with other metrics like exercise), and provides a summary. It even gives me actionable suggestions, like, “You missed a workout this week, schedule an extra one for next week!” This makes my weekly review not only easier but also more fun, because the tracking is done for me.
Finally, don’t underestimate the power of accountability. While deep work is often a solo activity, some people find success with “co-working” or “deep work sessions” with others. This isn’t about collaboration, but simply having another person (or people, even online) doing their own deep work alongside you. It creates a shared sense of focus and can be a powerful motivator.
Your Next Step: Make an Appointment with Your Focus
Deep work isn’t about working harder… it’s about working smarter, with intention and focus. It’s about reclaiming your attention from the constant noise and dedicating it to the tasks that truly move the needle in your life and work. This week, I challenge you to make one small change. Look at your upcoming calendar and find just 30 minutes, or even an hour, to block off for focused, uninterrupted deep work. Don’t overthink it… just pick one important task and dedicate that time to it. Make that appointment with yourself, and then show up. You might be surprised at the clarity and progress you achieve.
