How to set boundaries
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Picture this: You start your workday day with the best intentions, a well-organized to-do list, and a positive mindset. But as the hours tick by, distractions creep in, your focus drops, and before you know it, the day has slipped through your fingers. Sound familiar? You’re not alone. We all face this, especially when we’re balancing work, family, and everything else life throws our way.
So today, we’re talking about
- Why it’s so easy to get off course even when you’ve scheduled out your day
- How to set up a realistic schedule that you can actually stick to
- How to handle the distractions that always seem to derail us
- Some solid, doable tips to help you stay focused and get things done without feeling overwhelmed
So, if you’ve ever felt frustrated when your day doesn’t go as planned, stick around. This episode is packed with friendly, practical advice that you can start using right away. You deserve to feel in control of your time and confident in handling whatever comes your way.
1. Figure out WHY You’re Not Sticking to Your Schedule
Alright, so let’s start by figuring out why sticking to your schedule seems so tough. It’s like knowing why you keep tripping over the same rock every day. Once you see the rock, you can step around it. Here are three questions to help you pinpoint the problem:
What’s causing me to deviate from my plan?
Take a moment to think about what’s pulling you away from your tasks. Is there a particular type of task that you keep putting off because it’s tedious, stressful, or just plain unenjoyable? Maybe it’s those dreaded emails that keep piling up or a report you’ve been avoiding. Understanding which tasks make you procrastinate can help you find strategies to tackle them more effectively.
Or perhaps it’s unexpected interruptions throwing you off balance. Maybe it’s phone calls, impromptu meetings, or even family members needing your attention. These interruptions can quickly derail your focus and make it hard to get back on track. Recognizing these common disruptors is the first step in finding ways to minimize them.
When do I find myself most distracted?
Tracking your focus throughout the day can be eye-opening. Are there specific times when you’re more prone to getting distracted? For instance, you might find that you’re sharp and focused in the morning but start to lose steam after lunch. Or maybe the end of the day is when you find it hardest to stay on task because your energy is low, and your mind starts to wander.
Knowing your distraction hotspots can help you plan better. If you’re more focused in the morning, schedule your most important or challenging tasks for that time. Save less demanding activities for when you know you’ll be more prone to distraction. By aligning your tasks with your natural energy levels, you can maximize your productivity. I talk more about how to do this in Episode 93.
How am I feeling when I get distracted?
Pay attention to your emotions and physical state. Are you feeling anxious, tired, or bored when you get sidetracked? Sometimes our mental and physical states play a huge role in our ability to focus. If you’re constantly exhausted, it might be worth looking into your sleep habits or finding ways to recharge during the day, like taking short breaks, going for a walk, or even practicing a bit of mindfulness or meditation.
On the other hand, if you’re feeling anxious or overwhelmed, it might be helpful to break down your tasks into smaller, more manageable steps. This can make them feel less daunting and easier to tackle. If boredom is your main issue, try to find ways to make your tasks more engaging or rewarding. Sometimes pairing a dull task with something enjoyable, like listening to music or a podcast, can make it more bearable.
Understanding why you’re getting off track is crucial. It’s like diagnosing the problem before prescribing the solution. Once you have a clearer picture, you can start making changes that address these specific issues. Maybe it’s setting stricter boundaries around your work time, adjusting your schedule to match your energy levels, or finding new strategies to manage stress and stay motivated. If you’re looking for tips on how to manage stress, definitely check out my recent episode with Rachel Rauch all about stress management.
By taking the time to reflect on these questions, you can uncover the patterns and triggers that lead to your distractions. This self-awareness is the first step towards making meaningful changes that help you stick to your schedule and achieve your goals.
2. Create a More Realistic Schedule with Time Blocking
Next up, let’s talk about creating a schedule that works for you, not against you. The secret weapon here is time blocking—your new best friend when it comes to staying organized and focused.
Set Clear Boundaries
Start by dividing your day into blocks of time dedicated to specific tasks. Instead of operating from a long, daunting to-do list, assign each task a time slot. For example, you could block out 9-11 AM for deep, focused work and 2-3 PM for responding to emails and messages. This approach helps you stay on task without constantly shifting gears.
When setting these boundaries, be specific. Don’t just block off “work time”—label it clearly. For instance, “Project A work” or “Client emails.” The clearer you are, the easier it will be to stick to your plan.
Incorporate “Curveball Time”
If your job involves dealing with the unexpected, like if you’re an Executive Assistant or working in Crisis Communications, you need some built-in flexibility. Schedule dedicated time blocks for those inevitable curveballs that come your way. This might mean setting aside an hour in the afternoon specifically for unexpected tasks or emergencies.
Having this buffer time means that when interruptions do happen, you can address them without feeling like your whole day has been thrown off course. And if no surprises pop up, you can use this time to get ahead on other tasks or take a well-deserved break.
Prioritize and Be Realistic
Be honest about what you can achieve in a day. It’s easy to overestimate how much we can do, which can lead to frustration and burnout. Prioritize your tasks by importance and deadline, and be realistic about the time each one will take. Remember, it’s better to accomplish a few key things well than to half-finish a lot of tasks poorly.
Start by identifying your top three priorities for the day. These are the tasks that absolutely need to get done. Block out time for these first, and then fill in the rest of your schedule with other tasks. This ensures that your most important work gets done, even if other things don’t go as planned.
Break Tasks into Manageable Chunks
One of the reasons time blocking is so effective is that it helps break down your tasks into manageable chunks. Instead of setting aside an entire day to work on a big project, break it down into smaller, focused time blocks. For example, if you have a report to write, you could block out time for research, outlining, writing, and editing on different days.
This makes large projects feel less overwhelming and gives you a clear roadmap of what needs to be done. Plus, it’s much easier to stay focused for an hour or two than to maintain concentration for an entire day.
Schedule Breaks and Downtime
Don’t forget to schedule breaks! Taking regular breaks is crucial for maintaining focus and productivity. Use techniques like the Pomodoro Technique, which involves working for 25 minutes and then taking a 5-minute break. After four work periods, take a longer break of 15-30 minutes.
Scheduling downtime is just as important as scheduling work. Make sure you have time to relax and recharge, whether it’s a short walk, a coffee break, or just some time to stretch and breathe. These breaks will help you maintain your energy and focus throughout the day.
Adjust and Reflect
Finally, remember that your schedule isn’t set in stone. It’s okay to adjust it as you go. Creating a schedule and then adjusting it to fit the realities of life doesn’t make you a failure or bad at creating a schedule for yourself.
At the end of each day, take a few minutes to reflect on what worked and what didn’t. Did you overestimate how much time a task would take? Did unexpected interruptions throw you off? Use this reflection to make adjustments for the next day.
By regularly reviewing and tweaking your schedule, you can find what works best for you and continuously improve your productivity.
Time blocking helps you focus on one thing at a time, reducing overwhelm and making your day feel more manageable. It’s a game-changer for staying on track and ensuring that you make steady progress on your goals. But it doesn’t work for everyone.
Whenever I welcome new members into the It’s About Time Academy as VIP or All-Star members, we do a really in-depth personality assessment and analysis that gives us clues to which strategies will work best. And there are a few personality types that time blocking just doesn’t work for. It feels too rigid, too confining. So if you’ve tried time blocking and it didn’t work for you, it might just be that a more flexible structure is the best fit for you.
3. Identify and Tackle Frequent Distractions
Now, let’s tackle those distractions head-on. Knowing what pulls you away from your work is half the battle. Once you identify your main distractions, you can create strategies to minimize or eliminate them. Here are four common types of distractions and how to deal with them:
Digital Distractions
Notifications, emails, and social media are some of the biggest offenders when it comes to digital distractions. Here’s how you can manage them:
- Turn Off Non-Essential Notifications: Go through your phone and computer settings and turn off notifications that aren’t crucial. This might include social media alerts, news updates, or app notifications. Only keep on the ones that are necessary for your work.
- Set Specific Times for Checking Emails and Messages: Instead of constantly checking your inbox, designate specific times during the day to read and respond to emails. This could be once in the morning, once after lunch, and once at the end of the day. This way, you can focus on your tasks without getting pulled away every time a new email arrives.
People Distractions
Then there are coworkers, family members, or friends who might interrupt you, pulling you away from your tasks. Here’s how to set boundaries and minimize these interruptions:
- Communicate Your Work Hours: Let the people around you know your work schedule. If you’re working from home, this might mean setting clear boundaries with your family about when you’re available and when you’re not.
- Use Visual Cues: If you have an office door, close it to signal that you’re in focus mode. If you’re in a more open environment, wearing headphones can be a great visual cue that you’re concentrating and prefer not to be disturbed. Back when I worked in an open office environment at a PR firm, I had some bright blue over the ear headphones that I’d wear when I needed some deep focus time.
- Schedule Specific Times for Interactions: If coworkers frequently drop by your desk or family members interrupt you, schedule specific times to chat or help them. This way, they know when they can get your attention, and you can plan for it without constant interruptions. Consider setting office hours a few times a week or schedule a standing meeting with them to corral all of the communication.
Physical Distractions
A cluttered workspace can be a constant source of distraction. Here’s how to create a more organized environment:
- Keep Your Desk Tidy: Make it a habit to clear your desk at the end of each day. Only keep essentials within reach, and store other items away in drawers or cabinets. A clean, organized workspace can help you stay focused and reduce the urge to get up and look for things. Your Workday shutdown routine is an ideal time for a quick tidy so you can start the next day feeling ready to go.
- Organize Your Space: Invest in storage solutions that work for you, whether it’s filing cabinets, desk organizers, or shelves. Keep your most-used items in easily accessible places, and create a system for keeping everything in order. Unfortunately my friends, little piles all over your office are not a good storage solution. But if you stick those piles in baskets, and put those baskets on a shelf you’re on your way.
Internal Distractions
The last type of distraction we’ll talk about today is your own self. Because sometimes the distraction is in your mind, with ideas and to-dos bouncing around. Here’s how to handle those internal distractions:
- Keep a Notepad Handy: Jot down thoughts, ideas, or tasks that pop into your head while you’re working. This way, you can address them later without losing focus on your current task. I like to call this a Shiny Things list because it corrals all of the shiny things in one place so you don’t chase them and get knocked off course.
- Break Tasks into Smaller Steps: Large tasks can feel overwhelming, leading to procrastination and internal distractions. Break your tasks into smaller, more manageable steps. This makes it easier to stay focused and gives you a sense of accomplishment as you complete each step.
When you identify a persistent distraction, don’t just push it aside and hope for the best. Take proactive steps to eliminate or reduce it. Whether it’s reorganizing your workspace, setting clearer boundaries, or using digital tools to stay focused, proactive measures can make a big difference to help you stick to your schedule.
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