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Productivity tips, calendar hacks, & product updates from the Reclaim team.

Why You Can’t Focus at Work, and How to Get Back on Track
March 8, 2021

Sixty-nine percent of full-time workers report being distracted at work, and it’s no wonder: Throughout your average workday, you're probably under siege by distractions—notifications from Slack, your phone, and your calendar; unnecessary meetings; and modern stresses (see: COVID-19).

The number of people, apps and...things vying for our attention, seems endless. But it is possible to maintain focus in the workplace barrage using techniques that are grounded in scientific research and the reality of modern working life.

Why You Can't Focus at Work

You’re not lazy or ill-disciplined if you can’t focus at work—the reasons you struggle to focus are rooted in basic human behavior.

Humans weren’t designed to handle 21st-century distractions

Neuroscience research suggests our brains haven’t evolved to resist modern distractions.

In studies of monkeys and humans, researchers from Princeton University and the University of California, Berkeley, found that attention “pulses in and out.” That lack of persistent focus would have benefited our ancient ancestors. Ian Fiebelkorn, an associate research scholar at Princeton Neuroscience Institute, said we have the opportunity to switch attention every 250 milliseconds: “It seems like it’s an evolutionary advantage to have these windows of opportunity where you’re checking in with your environment.”

But in our modern work environment, that automatic attention-switching is our downfall. It leads us to check email, Slack, and social media. And it turns out those sources of 21st-century distraction hack our biology, triggering dopamine, a chemical released in the brain that makes us feel good. Daniel Goleman, author and former New York Times science reporter, said digital distractions make intense focus even more challenging: “We've never operated in a universe where we've had more distractions, which means we need to become more intentional about focus and make more of an effort than ever to maintain our focus.”

Our brains are being trained not to focus

On some days, the demands of modern work life force you to scatter your attention across multiple tasks. Studies show this may be harming your ability to focus.

People who multitask all the time can't filter out irrelevancy. They can't manage a working memory. They're chronically distracted.

Back in 2013, the late Clifford Nass, a psychology professor at Stanford University, told NPR that people who habitually engaged in multitasking struggled to limit their attention to a single task:

“People who multitask all the time can't filter out irrelevancy. They can't manage a working memory. They're chronically distracted. They initiate much larger parts of their brain that are irrelevant to the task at hand. And even - they're even terrible at multitasking. When we ask them to multitask, they're actually worse at it."

Once we begin multitasking, said Nass, we risk rewiring our brains.

“Our brains have to be retrained to multitask and our brains, if we do it all the time— brains are remarkably plastic, remarkably adaptable,” he said. “We train our brains to a new way of thinking.”

By constantly jumping from task to task, we struggle to stay focused on a single task. According to Dr. Sophie Leroy, who specializes in the study of attention at the University of Washington, our brains struggle to switch between tasks. Her research shows that people experience “attention residue” when they are interrupted or need to leave a task unfinished.

Stress derails focus

Modern life is filled with stress, and that’s part of the reason you can’t focus at work.

According to Statista, 46% of North American workers who work 51 hours or more said they’d like to reduce their everyday stress. Financial Times journalist Madhumita Murgia shared research that found chronic stress eroded focus. Your body’s natural response releases cortisol during a stressful situation. Sustained high cortisol levels can shrink your prefrontal cortex, the part of your brain responsible for concentration and decision-making.

The COVID-19 pandemic has compounded everyday stress. A team of researchers from Åbo Akademi University in Finland asked about 200 people from the United Kingdom and North America to rate their anxiety during the pandemic. The study found higher levels of COVID-19-related anxiety were associated with weaker working-memory performance.

How to improve your focus

Guarding your focus time in the modern workplace doesn’t need to be complicated: It simply requires intention and consistency. In fact, you can be up to 500% more productive when working in a flow state, as you eliminate room for self-consciousness and worry about the other items that are usually pulling your attention.

Meet your most basic needs

When it comes to improving your focus, making time to rest and eat is essential.

Sleep

You’ve probably heard: A good night’s sleep can enhance your cognition. Matt Walker, a professor of neuroscience and psychology at the University of California, Berkeley, led a sleep study that involved performing MRI scans on the brains of sleep-deprived study participants. Researchers found that the part of the brain responsible for committing new information to memory wasn’t active when people didn’t get enough sleep.

Take breaks

Another strategy for boosting focus is to take a short break, according to brain-imaging experiments published in the journal Cerebral Cortex. In Thinking, Fast and Slow, psychologist and Nobel Prize winner Daniel Kahneman writes about ego depletion, the idea that self-control is a limited resource. Ego depletion hampers our ability to carry out tasks that demand mental energy. Hunger, writes Kahneman, causes ego depletion. In one experiment, judges approved more parole requests immediately after they ate. Right before lunch, though, the number of approvals dropped to almost zero.

Eat

As people made the shift to remote work during the global pandemic, it’s likely that lunch breaks became even shorter or were scrapped altogether. Of course, even if you block time for lunch, it’s easy for this slot to get trampled simply because it’s not flexible. Here’s what happens: A coworker books a meeting during your scheduled break; before you know it, the whole day has gone by, and you’re eating “lunch” at 5 pm—again.

When you block time for lunch at 12 pm every day, it's just way too easy for that time to get overbooked, and then—because the rest of your day is packed with meetings—you end up not getting lunch at all.

Reclaim’s software lets you insert a recurring, flexible slot into your schedule for lunch or anything else you want to do regularly. At first, this time is marked as free on your calendar, and it's visible only to you. As your calendar fills up during the day, your lunch slot is automatically moved if it's interrupted by meetings. When your day gets too full, the event flips to busy, and Reclaim will let people know you’re not available. Here's how this looks in action:

Reclaim keeps your lunchtime flexible -- while still making sure you always get time to eat!

You get your lunch without having to manually shift your slot around—and you still get to keep your schedule flexible, without sacrificing your break.

Build a distraction-proof workspace

If you can’t focus at work, the answer lies in minimizing distractions, whether you're working from home or in the office.

According to a study published in the Journal of Management, researchers reviewed 247 publications on workplace interruptions and found workplace interruptions were not only common but almost impossible to avoid. The solution? Manage intrusions.

Prioritize your calendar

Creating a distraction-free workspace includes making sure your calendar supports your priorities. That means avoiding needless meetings and events that don't align with your goals. Think of your calendar as a to-do list for the things you must get done to make progress on your most important tasks. Add due dates to more urgent tasks to make sure you get them done before it's too late. Using Reclaim, you can block time for your tasks. That slot stays flexible and adaptive, so you're free to collaborate until Reclaim suspects you're at risk of missing your deadline, in which case, it'll mark it as busy.

Beyond controlling your schedule, you can set yourself up for better concentration by ordering your environment. A “calm, dedicated space for work” can lead to improved focus, writes Sam Chia of BetterUp. When a dedicated work area isn't possible, consider using desk organizers and noise-canceling headphones to eliminate clutter and distraction.

Hide your phone

Neuroscientist Andrew Huberman locks his phone in a safe while he works. Huberman’s method sounds drastic, but it’s rooted in research. Whenever it’s near, your smartphone will interfere with your attention span and reduce your cognitive capacity, according to research from the University of Texas at Austin.

Go offline

You can’t focus at work if you’re responding to a constant stream of emails and instant messages. Go offline when you need to focus and catch up on email and Slack messages at designated times during the day. Consider syncing your calendar and your Slack status. Using a tool like Reclaim, you can set yourself to Do Not Disturb and snooze notifications for different categories of work, along with customized status messages. This means you can communicate context to would-be interrupters and defend your time without sacrificing your privacy:

It's often more helpful for others to know what kind of thing you're busy with, not just that you're "In a Meeting"


Instead of a generic "In a Meeting" or "Busy" message, you can automate your Slack status to say "I'm doing the afternoon school run" or something that conveys the actual context of what you're doing.

Play along with your natural focus peaks

Humans have internal clocks that govern our ability to focus throughout the day.

Find your hidden clock

In When: The Scientific Secrets of Perfect Timing, author Daniel Pink explores the research into our circadian rhythms. People are more creative or analytical, depending on the time of day. Find your natural states of alertness, and structure your work schedule around those patterns.

Plan according to your peaks

Plan your daily schedule around your natural peaks. For example, if you know that you tend to do your best deep thinking between 7 am and 11 am, you can set a flexible time policy for deep work. If you use software like Reclaim, it will automatically adjust that time block, dynamically changing your availability as new events are added to your schedule.

Pink concedes that scheduling your day according to your patterns might not be possible in a larger organization. You want to make yourself available to collaborate and bring people together to solve work challenges. Reclaim’s Habits give you that flexibility. You can tell Reclaim your ideal time, but if something comes up and you’re unable to perform your habit, the software will still find time for you to do it somewhere else during the day. When events are added to your calendar using Reclaim, they’ll be marked as free, and visible only to you. Your events are marked as Busy only as your day fills up or as your event is about to start. The benefit of this approach is you stay available until you truly aren’t.

Rewire your brain with focus rewards

Celebrating positive habits can wire them into your brain.

Think about a professional priority you need to spend time on regularly. The next step is to build specific habits around your goal and add times for those habits to your calendar.

In Tiny Habits, BJ Fogg, behavioral scientist and founder of the Behavior Design Lab at Stanford University, writes that the key to creating lasting change is to practice small habits. For example, if you want to read more, start with reading only one page. You can apply this approach to your personal growth as well. For example, to get started with mindfulness, begin with short sessions before building up to longer meditations.

After you’ve practiced your new habit, perform a celebration to reward yourself. Doing so releases dopamine, tying positive feelings to your new habit, Fogg writes.

Reclaim’s Habits allows you to make sure you engage in your routine regularly. Using Habits, you tell Reclaim what you need to get done and when you want your habit to happen. If that time isn’t available, Reclaim will adjust to find a time for you. You can also change the priority of Habits. So, if you decide that "Read 10 pages of a book" is something you want to always make sure you have time for, you can tell Reclaim to prioritize scheduling it above other stuff.

Above all, be realistic, and forgive yourself for not doing things in perfect sequence. Hold yourself accountable for finding time for the routines you need time for every day; over time, those small, consistent actions will help to ingrain new habits.

Regain control of your focus

Modern working life is steeped in distraction and competing priorities, pulling you in different directions. Once you take control of managing distractions and your daily schedule, you’ll find yourself maintaining your focus long enough to make meaningful progress on the work that matters most. 

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Weekly Status Reports: 3 Steps to Reduce Meetings & Boost Productivity

"This meeting could’ve been an email.” We're all thinking it. Even 71% of senior managers feel their meetings are unproductive. Reduce meetings and boost productivity with weekly status reports.
The Best Time to Meditate? Prioritize Self-Care
August 26, 2021

The Best Time to Meditate? Prioritize Self-Care

The best time to meditate depends on your intention and your schedule. But no matter when you meditate, you can reap the benefits. The important thing is that you make time for this healthy habit.
Top 6 ADHD Organization Tools
August 24, 2021

Top 6 ADHD Organization Tools

Staying organized can feel like a constant battle for people with ADHD before you find your ideal rhythm and workflow. Here are the top ADHD organization tools to help you become more productive.
No-Meeting Days: Top 4 Advantages & How to Start at Your Company
August 19, 2021

No-Meeting Days: Top 4 Advantages & How to Start at Your Company

Are meetings consuming your workweek? 78% of people feel their meeting schedule is out of control - see how one no-meeting day a week can improve your productivity, team morale and prevent burnout.
Calendar Heroes: Ben Hutton, JSON Schema Specification Lead at Postman
August 17, 2021

Calendar Heroes: Ben Hutton, JSON Schema Specification Lead at Postman

Working as JSON Schema Specification Lead at Postman, Ben shares how he balances priorities while developing the JSON Schema strategy and it's tooling, and supports the open-source community.
Calendar Heroes: Shay Kingsbury, Program Manager | Go To Market at Hootsuite
August 11, 2021

Calendar Heroes: Shay Kingsbury, Program Manager | Go To Market at Hootsuite

Shay Kingsbury at Hootsuite shares how she balances priorities while leading merger and acquisition integration and Go To Market for Sparkcentral at the social media marketing and management platform.
Using Slack ‘Scheduled Send’ + Reclaim.ai to Schedule Messages
August 10, 2021

Using Slack ‘Scheduled Send’ + Reclaim.ai to Schedule Messages

Slack released a much-anticipated feature in June of 2021: scheduled sends for Slack messages. This, paired with some awesome Status syncing capabilities from Reclaim, can help you become a rockstar Slack communicator and role model for your team.
Calendar Heroes: Michele Wiedemer, Manager of Customer Education at Snyk
August 9, 2021

Calendar Heroes: Michele Wiedemer, Manager of Customer Education at Snyk

Michele Wiedemer at Synk shares how she balances priorities while developing the education training program for security champions and developers at the open source security platform.
Best Time to Exercise? Morning, Afternoon or Whenever
August 4, 2021

Best Time to Exercise? Morning, Afternoon or Whenever

Exercising for as little as 15 minutes a day can increase your lifespan by as much as 3 years, and you’ll sleep better and feel less stressed too. Here's how to optimize your workouts for the best time of day.
Make Time to Read: 5 Practical Tips for Busy People
July 28, 2021

Make Time to Read: 5 Practical Tips for Busy People

Reading has amazing benefits, and 35% of people want to do it more. It increases verbal intelligence, makes you a better leader, reduces stress, and fends off Alzheimer’s. Here are 5 tips to try out.
Calendar Heroes: Rohini Pandhi, Product @ Square
July 26, 2021

Calendar Heroes: Rohini Pandhi, Product @ Square

Rohini Pandhi, a Product Lead at Square, shares her style, tools and methodologies for balancing priorities while leading the product efforts for one of the top digital payment companies in the world.
15 Best Slack Apps for the Future of Work
July 22, 2021

15 Best Slack Apps for the Future of Work

Check out the top 15 Slack apps productive teams are using today to build and support the future of work at their organization across calendar management, project management, status updates, HR and team building.
Calendar Heroes: Q&A with Connor MacDonald, CMO at The Ridge
July 19, 2021

Calendar Heroes: Q&A with Connor MacDonald, CMO at The Ridge

Connor MacDonald at The Ridge shares his style, tools and methodologies for balancing priorities while leading the marketing vision for the brand that brought the world the first RFID-blocking wallet.
Clockwise vs. Reclaim.ai: 8 Key Differences in these Smart Calendar Tools
July 7, 2021

Clockwise vs. Reclaim.ai: 8 Key Differences in these Smart Calendar Tools

We get asked almost every day: what's the difference between Reclaim.ai and Clockwise? While we're both in the smart calendar space, there are some key differences to consider.
Naming Calendar Events: 5 Calendar Etiquette Tips
July 2, 2021

Naming Calendar Events: 5 Calendar Etiquette Tips

Need to create better calendar event titles to communicate context to your invitees, colleagues and incoming schedulers? Calendar communication starts with the first thing people see: the event title.
Lunch Breaks: 5 Ways to Improve Your Productivity
June 22, 2021

Lunch Breaks: 5 Ways to Improve Your Productivity

Want to improve your quality of work, energy level, and creativity? In this article, learn 5 ways in which taking a lunch will actually boost your productivity.
Effective Meetings vs. Pointless Meetings: How to Tell the Difference & Prioritize Your Own Time
June 17, 2021

Effective Meetings vs. Pointless Meetings: How to Tell the Difference & Prioritize Your Own Time

Learn the 5 key differences between effective vs. pointless meetings, and 3 tips to avoid unnecessary meetings getting booked on your calendar.
3 Ways to Find Work-Life Balance in the New Normal
June 10, 2021

3 Ways to Find Work-Life Balance in the New Normal

You want work-life balance, but work and life can't separate into equal halves. Forget balance, here are three ways to make work-life harmony a reality.
Reclaim just raised $4.8M in seed funding! 🎉
May 26, 2021

Reclaim just raised $4.8M in seed funding! 🎉

We're excited to announce that Reclaim has raised $4.8M in seed funding led by Index Ventures. Here's what comes next.
Pareto Principle: Using the 80/20 Rule for Priority Management
May 25, 2021

Pareto Principle: Using the 80/20 Rule for Priority Management

How to use the Pareto Principle 80/20 rule to block time for your priorities.
3 Single-Tasking Tips to Improve Your Focus
April 28, 2021

3 Single-Tasking Tips to Improve Your Focus

While you may think multitasking is a skill you can master, only 2.5% of people can do it effectively. Your brain performs best when “single-tasking”, focusing on only one thing at a time.
How to Create a Smart Calendar
April 22, 2021

How to Create a Smart Calendar

A smart calendar can help you simplify calendar management and boost productivity. Here's how to create a smart calendar so you can take control of your busy schedule.
Time Management Advice - Top 3 Problems & How to Solve Them
April 9, 2021

Time Management Advice - Top 3 Problems & How to Solve Them

Most time management advice is out of touch with reality. Here are the top 3 problems with it and how to solve them.
Announcing the Planner Beta: a New Way to Manage Your Workweek
April 5, 2021

Announcing the Planner Beta: a New Way to Manage Your Workweek

We're excited to announce that Planner is now available in public beta for all Reclaim users. Planner lets you prioritize and schedule all your Tasks and Habits exactly the way you want, every week.
4 Time Blocking Planner Approaches to Squeeze More From Busy Schedules
March 25, 2021

4 Time Blocking Planner Approaches to Squeeze More From Busy Schedules

Time blocking is the habit of mindfully scheduling daily and weekly tasks to get everything done as efficiently as possible. A time blocking planner is used to organize your new, efficient schedule.
Context Switching Is Destroying Your Workday: Here's How to Fix It
March 16, 2021

Context Switching Is Destroying Your Workday: Here's How to Fix It

How do you stop context switching from eating into your productive time? We look at tactics to help you reduce task switching and improve your concentration at work.
Why You Can’t Focus at Work, and How to Get Back on Track
March 8, 2021

Why You Can’t Focus at Work, and How to Get Back on Track

It's not always easy to achieve deep focus in the modern workplace. Here are evidence-based strategies you can use to improve your focus during the workday.
Time Management for Managers: How to Tame Your Busy Calendar
March 1, 2021

Time Management for Managers: How to Tame Your Busy Calendar

Most managers calendars are dominated by needless meetings and tasks that should be delegated. 50% of the week is gone and you feel like you’ve accomplished nothing. Time to prioritize your calendar.
Introducing Tasks: your to-do list finally meets your calendar
September 1, 2020

Introducing Tasks: your to-do list finally meets your calendar

We just launched Tasks. It's like your backlog and your calendar decided to make it official and get hitched.
Introducing Habits: smart, automatic time blocking for your routines
June 26, 2020

Introducing Habits: smart, automatic time blocking for your routines

Struggling to make time for the things that matter in these crazy times? Never fear, Habits are here.
Calendar Heroes: a Q&A with Zachary Smith, Managing Director at Equinix
May 27, 2020

Calendar Heroes: a Q&A with Zachary Smith, Managing Director at Equinix

We had a chance to sit down virtually with Zachary Smith, who founded Packet before it was acquired by Equinix, where he now serves as Managing Director for their bare metal and edge computing business.
Introducing Reclaim Assistant: more flexibility, more smarts
May 11, 2020

Introducing Reclaim Assistant: more flexibility, more smarts

We just launched Reclaim Assistant, a smarter way to get your calendar under control.
The only Google Calendar hacks you'll ever need
April 23, 2020

The only Google Calendar hacks you'll ever need

Tired of reading posts about Google Calendar hacks and tips that just aren't useful? This is the one for you.
4 new features from Reclaim to help you work from home
April 16, 2020

4 new features from Reclaim to help you work from home

If you're new to working from home or working remotely, these new features from Reclaim will help you to keep your sanity intact.
5 ways to help your remote teams
March 31, 2020

5 ways to help your remote teams

Now that your teams are remote, how do you make sure they don't burn out? Here are 5 ways to help your remote teams keep things balanced.
How good is your work-life balance?
February 7, 2020

How good is your work-life balance?

How defended is your work calendar? Here are some numbers that might make you wonder.
Announcing Reclaim LifeWork: sync all the calendars!
January 24, 2020

Announcing Reclaim LifeWork: sync all the calendars!

We're excited to announce the launch of Reclaim LifeWork. Automatically block time on your work calendar for personal events, and never miss out on life again.
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