Minimizing Distractions

The ability to minimize distractions is an essential tool for maximizing efficiency and productivity at work. Internet misuse in the workplace, such as viewing online entertainment and logging in to social media, and the potential for constant connectivity and communication have been identified as frequent distractions encountered by modern workers. A combination of scheduling and self-management can be used to minimize distractions, while a number of companies have developed software and other tools that can help workers control distracting interactions and impulses.

Background

Analyses of productivity in both the workplace and in educational institutions have long indicated a significant drop in productivity during the onset of the spring and summer seasons. According to a 2012 study by Captivate Network, workplace productivity drops by as much as 20 percent during the summer. There are numerous reasons for the seasonal fluctuation in productivity, including the fact that working parents need to dedicate more time to their children during the school hiatus in the summer and that many workers feel drawn to the outside environment as the weather becomes pleasant. The Captivate study indicated that summer attendance drops by at least 19 percent, with a subsequent increase in the time needed to complete work projects.

Outside of seasonal variations, workers in office environments often cite other workers as the primary source of distraction. In a 2013 survey conducted through the website Ask.com, 63 percent of respondents listed "loud colleagues" as one of the biggest workplace distractions. The Ask.com study also found that workers are less productive when they sit close to a general manager or top executive, and investigations of this issue indicated that micromanagement reduces an employee’s ability to focus on tasks.

In a 2012 article in the Wall Street Journal, Gloria Mark, a professor of informatics at the University of California, Irvine, reported that studies show workers are interrupted or "self-interrupted" every three minutes and that it can take up to twenty-three minutes for a worker to regain focus. According to Mark, digital communications, including e-mail (both personal and professional), social media messages, and IMs (instant messages) are a primary source of workplace distraction.

Contrary to popular belief, some modern office trends, including using open offices where employees are not confined in individual cubicles, and an increasing focus on collaborative projects, are potentially harmful to productivity. Workers in open offices report being more susceptible to distraction by the activities and conversations of other workers. Some studies have shown that, while collaborative work has certain advantages, the number of meetings, either virtual or physical, and inter-employee conversations needed to work together on a project reduces the amount of time that workers spend concentrating directly on their work.

According to research by Workplace Options, distractions at work might cost US businesses as much as $650 billion annually. The study found that social media, handheld devices, and workplace interactions were among the primary sources of distractions.

Overview

While each workplace is different, productivity specialists generally recommend a combination of scheduling, self-monitoring, and isolating environmental methods to enhance productivity and minimize distractions. Of these methods, scheduling is a major focus in time management. To optimize productivity, workers need periods of uninterrupted work time to focus directly on their projects. Productivity specialists recommend that all workers schedule not only work time, but also down time that involves breaks away from the work area or engaging in non-work-related communication. For instance, a worker might schedule e-mail such that they keep their e-mail program closed for most of the day and check it on a schedule of once every two to three hours. Similar scheduling measures can be used to combat the overuse of social media and recreational Internet browsing.

Productivity is highly dependent on the willingness of employees to manage their own time and potential distractions. However, a number of companies have instituted employee monitoring measures to prevent distractions. Software and computers companies have designed and sell products that can be used to specifically monitor, block, or restrict access to recreational Internet and online media, including e-mail, social media sites, and recreational Internet browsing. Other companies have attempted to reduce distractions by instituting polices that restrict employee use of certain devices. For instance, the web company eBay instituted a "no device" policy in 2013, banning employees from carrying their smartphones or other web-capable devices at work.

Contrary to popular belief, a 2013 study conducted by Microsoft and the marketing company IPSOS indicated that social media can increase productivity in certain sectors of business. In the information sector, for instance, the study found that 46 percent of workers believe access and use of social media has enhanced workplace productivity. The study also found that 34 percent of employees believe that company management underestimates the benefit of social media to employees. Of the more than 10,000 workers surveyed, more than 68 percent said that social media was used to communicate with colleagues, while 50 percent said that social media was useful for sharing and reviewing documents. Forty-seven percent of the workers surveyed reported that social media allowed an additional avenue for communication with customers and clients.

Not all techniques work for all workers, but one common technique to minimize distractions is to use music or white noise to block out noise in the environment. Utilizing ambient noise can be helpful in situations where workers are distracted by conversations among colleagues or by other sources of ambient noise. For those seeking a quiet work environment, devices like noise-cancelling headphones and earplugs can be used to reduce noise pollution.

Studies of productivity are often contradictory, and methods and policies for reducing distractions do not appear to be universally effective for all workers or in all businesses. A February 2014 study from England’s University of Warwick indicated that productivity is positively correlated with happiness. In the study, researchers used what they called "happiness shocks," which included providing workers with recreational rewards, like the ability to view short movie clips, or providing them with treats that included fruit, chocolate, and/or beverages. The study also attempted to measure the effects of negative and positive events occurring in participants’ lives. In all, the study found that happier workers are more productive and efficient than unhappy workers.

In the 2020s, several sources noted that the top workplace distractions remained cell phone, internet, and social media use; coworkers or work environment; meetings or emails; and general boredom or decision fatigue. These distractions can occur for employees in an office setting or working remotely.

A general trend in productivity is to limit workers’ access to distracting activities, either through blocking certain websites and programs or creating policies that limit recreational communication and computer use. However, an oppressive or restrictive workplace environment can lead to a drop in productivity as workers become unmotivated, depressed and disinterested. Optimizing productivity therefore involves both creating a pleasant work environment that promotes mental health and happiness, without sacrificing incentives and restrictions designed to keep workers motivated and focused. Top-down (management only) efforts to increase productivity are unlikely to succeed without personal involvement from employees. Many experts advise, therefore, that employees and management work together to create policies and to set benchmarks and goals for accomplishments.

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