The proverbial New Year’s resolution often revolves around developing new habits (or dropping bad ones).  

For the business owner who is pressed for time and constantly putting out fires, one “habit” to look to is digital discipline. And this new set of habits can apply both on an individual level as well as an organizational level. 

While it’s true that vast changes have occurred since the advent of the internet and even since the advent of radio, the human mind hasn’t changed. Simply put, our minds have limits on HOW we learn information and execute tasks. 

Consider this: for all the popular discussion about how newer generations are “multi-taskers,” the bottom line is that multi-tasking often results in poorer results, no matter who is doing them. Sure, there may be individual exceptions to this, but on the whole, people ought to focus less on doing many things at one time and focus instead on doing one thing at a time with no distractions. 

The research on this isn’t new or groundbreaking. It’s been around since radio came about. There are particular ways the human mind processes information, and those haven’t adjusted with the digital age. For example, an ideal learning scenario should NOT use both spoken words at the same time as written words. Trying to READ complex instructions while listening to someone TELL you complex instructions results in a lack of retention of that information (that is, unless those two sets of instructions are EXACTLY the same). It even appears that listening to music with lyrics can cause retention problems if we are also trying to read complex information. 

On the other hand, our minds CAN take spoken words and visual images well, provided they are presenting generally the same information.  

In any case, it should not surprise us that digital habits impact our ability to be productive, to retain complex information, and to execute tasks. 

Digital Distraction: The problem 

Most basically, the problem is that digital distraction is ubiquitous in our daily work life. And many of these distractions are legitimate, work-oriented tasks rather than constantly refreshing that web page to see who the Tigers or Gamecocks or Bulldogs got in the portal this week. I mean, that’s a distraction, too, but the point is that distractions which impact productivity come in many forms. 

Take those Teams notifications, for example. Suppose you are working on a mildly complex task – putting together a budget, tweaking a technical part of a product or service, or working on overall business strategy. But at the same time, your folks need to know whether you approve of some estimate, or whether you’ve contacted Jimmy Joe about that contract, or just what you want for the work lunch.  

These are seemingly benign – harmless little questions that may only take a few seconds of your time. BUT your brain cannot handle them and still maintain focus on the complex tasks you were working on. Sure, many people FEEL productive knocking out a bunch of requests throughout the day, but studies consistently show that this feeling is somewhat of an illusion. This is an incredibly inefficient way of getting things done. 

So, what are some ways to battle these digital distractions and implement some discipline? 

Digital Discipline: Four Solutions 

Time Blocks 

Perhaps the most vital way to do this is via scheduled time blocks when you cannot be disturbed, except in an emergency. You need to make clear what constitutes an “emergency” as well – most “pressing” questions your folks have can wait a couple of hours.  

This time blocks don’t necessarily need to be tied to be specific tasks, although they might. But saying “Do Not Disturb” from, say, 9-10 on Tuesdays and Thursdays and 4-5 on Mondays and Wednesdays can help you block out some time for those tasks that have started to pile up.  

Alternatively, you can set aside some softer “Busy” blocks that may be an hour or two at time. These aren’t absolute “no contact” times, but rather everyone knows that you shouldn’t be disturbed with minor questions. 

At minimum, these blocks need to be AT LEAST 25 straight minutes, and up to two hours, depending on the situation and your availability. Two hours is a lifetime in the schedule of a business owner, so this may not happen every week. 

Use Tools to Limit Distractions 

While Teams may be part of the problem, it also provides some solutions. Go to your Settings to modify your notifications – how and when you receive them and where they show up. Make sure to tailor these notifications to your schedule and needs so you aren’t constantly getting pinged. For example, do you REALLY need to receive notifications from that particular Team channel? Sure, you want to keep up with what they are doing, but not in real-time. Mute or Hide that channel and just put it on your schedule to check in once per day or week, as appropriate. 

You could also use another Task tool to help you get your due dates and job duties in order. We like Todoist (which integrates with Teams) and use it quite a bit to help with project planning. 

Create Policy and Practice Reinforcing Best Practices 

But it can also help to establish a culture of digital discipline in your business. You shouldn’t be the only one setting Do Not Disturb on your Teams. Your people need to be instructed that any complex task they complete should be done with minimal distractions. Define what these complex tasks are, or encourage your folks to decide what they are. 

This also means a change in YOUR habits, too. For example, you may be working on that proposal and need several vital pieces of information that Jimmy Joe has. But he’s got his “Do Not Disturb” setting on. Just because you are the business owner doesn’t mean you should violate that. Of course, that entirely depends on the urgency of the situation as well as other factors. The point here again is that you should create a culture of focus, attention, and productivity rather than a culture of constant distraction and being pulled in many directions. 

Safety and Complex Tasks are No-go Digital Areas 

Finally, your organization may have particular tasks that are absolute digital no-go areas. Studies consistently show that safety violations increase as digital distractions go up. That’s not a secret. Create a set of policies that govern which tasks fall into this category and how your team needs to implement this. For example, does your team installing that new HVAC unit need to turn off notifications, or maybe even leave their phones in the truck? Sure, people might complain and say it’s not a big deal to keep their phone on their belts. But just look at the evidence – safety is directly impacted by digital distractions.  

Conclusion 

In any case, it’s a good time to survey your own habits and your organization’s to see how you can win back some of that precious time. This increases productivity and reduces anxiety for everyone.