Mastering Focus: Navigating Distractions for Increased Legal Productivity

 

Introduction

 
Embarking on the journey of a blog post, I found myself face to face with the quintessential struggle—distractions. Whether it's the cries of a baby or the ceaseless notifications from technology, legal professionals grapple with the challenge of staying focused. The 2017 Legal Trends Report highlighted the shared sentiment among legal experts: 68% feel there aren't enough hours in a day, and 28% struggle to manage tasks and deadlines effectively.
 

The Distraction Dilemma

 

1. The Constant Stream of Interruptions:
 
According to survey data, 25% of legal professionals face more than 10 interruptions daily, while 30% experience between six and 10 interruptions. These disruptions, whether from colleagues, smartphones, or emails, pose a significant hurdle to sustained concentration.
 
2. The Hidden Cost of Interruptions:
 
Professor Gloria Mark's research at the University of California, Irvine, unveils a sobering reality: recovering focus after an unrelated task interruption takes an average of 23 minutes. Multiply this by the frequency of interruptions, and the toll becomes apparent—138 minutes, or over two billable hours lost to distraction with just six interruptions.
 
For those contending with 10 interruptions, the potential loss escalates to nearly four billable hours. Considering the average daily billing of 2.3 hours, these interruptions significantly impact overall productivity.
 

Strategies for Reclaiming Focus:

 
1. Harnessing Technological Tools:
 
Explore tools and technologies designed to enhance task management and deadline tracking. Leveraging efficient tools can mitigate the impact of time constraints and contribute to a more organized workflow.
 
2. Setting Boundaries:
 
Implement strategies to minimize interruptions, such as setting a "do not disturb" period, signaling colleagues when focused work time is crucial. Establishing clear boundaries communicates the importance of uninterrupted concentration.
 
3. Prioritizing Notification Management:
 
Mastering the art of notifications is pivotal. Customize priority settings on smartphones, tablets, and computers to filter out non-essential notifications, allowing crucial alerts to take precedence.
 
Utilize "Do Not Disturb" features on Android and iOS devices, as well as MacOS and Windows 10, to create interruption-free zones during critical work periods.
 
4. Time Blocking for Productivity:
 
Schedule dedicated time blocks in your calendar for tasks requiring deep concentration. This intentional approach ensures focused work sessions while allowing for planned breaks to maintain overall well-being.
 
Group similar tasks together to minimize the cognitive cost of task-switching, fostering a more streamlined and efficient work process.
 
5. Consideration of Alternative Business Models:
 
Evaluate alternative billing models, such as flat fees, to reduce administrative burdens associated with tracking billable hours. This shift allows legal professionals to prioritize practicing law over timekeeping.
 
See more
Cultivating Work-Life Balance in the Legal Profession
Balancing Act: Managing Work-Life Harmony in the Demanding World of Attorney Jobs
 
 
Here are a few tips for handling interruptions better and increasing your productivity.
 
1. Set your status to “busy”
 
I had a simple solution to office gossip and interloping partner problems when I last worked in a traditional law firm setting—I closed the door. At first, I hesitated to do so, as I didn’t want to seem antisocial at a new shop. I tried the half-measure of wearing headphones, a tactic that had worked well at other career stops, but I’d still get interrupted a few too many times for my liking.
 
When I closed the door, and put up a “call in progress” sign on the doorknob, it was amazing how much more productive I became. I started hanging the sign for actual calls, but I soon found myself leaving it up after the calls were over, for hours at a time, especially when deadlines were approaching.
 
A “do not disturb” or “call in progress” sign may work wonders for you if you work in a group office. Alternatively, if you are lucky enough to work with a gatekeeper (a paralegal or administrative assistant), be clear about what types of requests are worth interrupting you for.
 
2. Become the master of your own notifications
 
Cell phone notifications can be a major hindrance to productivity, but turning off your phone is easier said than done, especially since many of us use a number of those apps for legitimate work purposes—Clio, intraoffice instant messaging, and marketing apps like Facebook Ads or Google Analytics are just some of the ones that I personally need handy. Plus, your family is probably used to being able to reach you when needed—if your phone is off, you’ll be unreachable for emergencies and annoyances alike.
 
Personally, I’ve tried setting the ringer to vibrate, but that only provides a modicum of solace. A vibrating desk isn’t much better than a ringing phone.
 
Here is a tip that, I promise, will actually help: Take fifteen minutes to master the priority notifications features on your smartphone, tablet, and computers. These features allow you to halt the stream of constant notifications, while still ensuring that your most important notifications get through.
 

• Android: Set priority notifications using “Do Not Disturb.” This has been around for at least a few years now. 
• iOS: Set your phone to “Do Not Disturb” by tapping the moon icon in your control center (the same menu with brightness, volume, etc.). 
• MacOS: Set your computer to “Do Not Disturb” to avoid constant notifications. 
• Windows 10: Currently, you can control notifications using “Quiet Hours,” though this will soon be renamed “Focus Assist” and will be expanded with additional features.

 
All four of these settings allow you to shut off all but the most important notifications and calls so that you can get to work. And all four are tunable—you can set certain apps or contacts to be allowed to interrupt you, just in case you want to ensure that a babysitter’s, spouse’s, or assistant’s calls always get your attention.
 
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3. Organize your work day for maximum productivity
 
Finally, one of the best ways to avoid the cost of interruptions is to schedule uninterrupted time throughout your work day. For example, try blocking out time in your calendar for work that will require a state of heavy concentration, or “flow”—like writing this blog post, penning a persuasive brief, or anything else that requires sustained concentration.
 
Make sure to schedule regular breaks, leaving “do not disturb” mode on during all other times. It is healthy to take breaks from your computer for your eyes and body every so often, so why not schedule a walk to the coffee machine and a brief smartphone check-in every hour or two?
 
Another great common sense tip: Group similar tasks together in your schedule. You may already do this—I know I always used to set aside a “billing afternoon” for catching up on old bills, accounts receivable, and the like. Not only did it force me to get to my least favorite part of the job (billing and collections) but it also minimized the cost of task switching (the thing that costs you 23 minutes each time you get interrupted).
 
It can also be useful to keep lists of what needs to get done. I am a compulsive “to do list” guy. When I do get interrupted, I find that having a list of things I was supposed to work on helps me refocus on what I was doing. Plus, it at least feels like the time it takes me to start a new task after finishing the last one is minimized if I don’t have to take the time to ask, “What’s next?”
 
Lastly, it may be worth considering an alternative business model to reduce interruptions and increase both your productivity and profitability. The billable hour still reigns supreme in the legal industry, but other options, such as charging flat fees for legal work, can cut down on the administrative work needed to track billables, so that you can focus on practicing law.
 
There are many ways to reduce and avoid interruptions in your practice, and a little extra effort in this area can yield big results. Start with the tips above, and you’ll soon be getting more done than ever before.