The Focus System

Principles

1. The focus system should prioritize a healthy and sustainable approach to focus.
2. The focus system should adhere to all scientifically established principles of flow and focus.
3. For achieving consistent results, the focus system must be repeatable and process-oriented.
4. The focus system should be portable and adaptable to any location.

The Focus System

Preparation

1. Set Up Your Environment

Taking care of, or finding, a space for focused work.

• Optimizing Environment:
  • For simple tasks, consider a higher sensory environment, like a coffee shop or intense music.
  • For complex tasks, ensure the environment is as clean and quiet as possible.
  • For creative tasks, opt for a wider space and take more breaks to foster idea development.
• Workspace Preparation:
  • Remove distractions by turning off phones and limiting internet access.
  • Create a dedicated workspace free from visual and auditory distractions, possibly using noise-canceling headphones or working in a quiet room.
  • Declutter the workspace to minimize distractions.
• Music and Volume Control:
  • Select instrumental music or ambient sounds that are not too engaging, with a consistent rhythm, and without lyrics.
  • Music For Low Stimulation and for High Stimulation. [4]
  • Keep the volume around 15% for low stimulation and >40% for high stimulation.

2. Preparation Phase

Get things ready before you start your working session. This is all about getting physically and mentally in a place to focus.

• Mind Dump: [4]
  • List all the things you feel you have to do or want to do.
  • If you have more ideas or remember something you need to do, write it down and return to what you are focusing on.
• Chunk Your Tasks: [1]
  • If a task seems complex or induces anxiety, break down the task into achievable pieces.
  • If the task looks too easy or simple for 25 minutes, combine it with other simple tasks for the focus session.
• Order Your Tasks: [4]
  • Organize your tasks so that you know what the next task is and when you are done.
• Gather Materials:
  • Before you start, get your water bottle, snacks, or other things.

3. Motivate

To tackle challenging tasks with determination and perseverance, emotionally gear up and confront the challenge head-on.

• Palate Cleanser:
  • When you have trouble focusing, do something for a few minutes to allow you to disengage from the spiral. [4]
• Identify Emotional Barriers:
  • Writing down your thoughts on why a task stresses you out can help identify and address underlying concerns. [1]
  • Do I feel Overwhelmed, Discouraged, Hopeless, Fearful, or Confused when thinking about this task? [4]
  • Do I feel like I have the skills or knowledge to complete this task?
  • Do I have everything I need (time, materials, energy) to complete this task?
  • Do I need this task to be perfect?
• Add Urgency:
  • Adding an external deadline, like someone coming to your house, can help motivate you to clean. [4]
  • Set a series of deadlines to break up more extensive projects.
• Select The Difficulty Level: [4]
  • For complex tasks or tasks that induce anxiety, break down the task into achievable pieces.
  • For tedious or easy tasks, make it more interesting by introducing a challenge, such as a time limit or limitation.
• Make It Personal:
  • How can you tie the task to something you are personally interested in? [4]
  • How can you approach the task in a way that you enjoy?
• Make It New:
  • If you get quickly bored with repetitive tasks, find a way to re-introduce novelty or make the task more interesting again. [4]
• What's Your Reward? [4]
  • How will you reward yourself once you finish the task or as you make progress on a larger goal?
  • Ensure that your rewards are spaced out close enough that you get them once you complete your task or focus session or reach a smaller milestone in your project.

Focus Loop

1. Transition Into Focus

Allow a few minutes before you start to transition into the mental space of what you need to do in your next focus session. If necessary, this should be done outside of break time.

• 1 Minute Breathing: Practicing mindfulness can help reduce stress and strengthen our ability to stay focused. [4]
  • Do the following breathing exercise: 3 seconds in, 4 seconds hold, 5 seconds exhale. [5]
  • The Apple Watch also has a great breathing exercise in the mindfulness app.
• Set A Clear Objective:
  • Set a specific intention for what you want to achieve in the session.
  • Write it down on a sticky note and place it in a visible area.
  • "For the next 25 minutes I am ______."
• Connect To Your Why: [4]
  • How does this task connect to your larger aspirations?
  • What can you be grateful about the task ahead?
• Zero-Second Rule: [6]
  • You should start immediately when you realize you are procrastinating or putting off work.

2. Focus Session

The actual time dedicated to the task or activity.

• Start The Timer: [8]
  • 25 to 60 minutes of focus time.
  • I recommend the Forest app.
• This or Nothing: [6]
  • You can either work on the objective you've set for this time
  • Or do nothing.
• Preparation Without Pressure: [1]
  • If you cannot focus, dedicate this time to preparing for the task.
  • Do everything you need to get started next session, such as opening tabs, gathering materials, and writing down a plan.
• Incremental Increase:
  • After completing 4 focus sessions, increase your focus time by 5 minutes for the next session. [7]
• Situational Responses:
  • If you want to continue: Keep going until you need a 5-minute break. Avoid pushing too long without a break.
  • When interruptions arise: Write down the distraction or interruption so you can deal with it later. If you cannot continue, set a time to address the disruption and restart the timer. [8] [4]
  • If you finish early: Immediately start on the next task, even if it's just preparation. [8]

3. Break

Resting and recharging will help to focus more effectively over the long term.

• Leave Yourself a Note: Write down what you worked on and your next steps. This will help you transition back into focus once the break is up. [4]
  • What did you work on?
  • What are the next steps?
• Start The Timer: [8]
  • 5-minute break after a normal Pomodoro.
  • After 4 Pomodoro's, take a 15 to 30-minute break.
• Reward Yourself:
  • Consider incorporating a snack or reward system to make completing the focus session more enjoyable and fulfilling. [1]
  • The goal is to create a positive feedback loop for starting a focus session.
• DO NOT WORK:
  • This is the time for your mind and body to rest.
  • It is not time to deal with distractions. They should be added to your to-do list.
• Light Movement: Get up and stretch. Walk around and move your body.
• Hydrate And Snack: Get a little energy-boosting snack and refill your water bottle.
• Zero-Second Rule: [6]
  • When you realize you are procrastinating past your break time or putting off work, you should start immediately with Transition.

Next Step: Transition

Once Completed: Reflect

Reflection

Improving and refining the focusing process. Making time to appreciate what has been accomplished. See my reflections and research here.

• What Went Well:
  • Think about what worked well during this Focus Session.
• What Could I Do Better:
  • Think about the things that could be done better next time you sit down to focus.
  • This could involve tweaking the duration of focus sessions, the nature of your breaks, or incorporating gratitude and meditation practices.
• Self-Compassion:
  • Forgive yourself if you have procrastinated or couldn't focus as much as you would have liked to.
• Appreciate:
  • Spend some time genuinely appreciating what you have accomplished.
  • Build the habit of taking in a freshly mowed lawn once you finish it.
• Regular Reevaluation:
  • Periodically reevaluate your focus system to align with your evolving goals and needs.

Footnotes:

1. "Why you procrastinate even when it feels bad," TED-Ed, Oct. 27, 2022. [Video]. Available: https://www.youtube.com/watch?v=FWTNMzK9vG4.

2. "The Unfair Advantage Of The 60 Second Procrastination Rule," Ken's Room, Aug. 27, 2023. [Video]. Available: https://youtu.be/uvjJEQBGbJQ.

3. "Productivity Rips You Apart," Horses, Jul. 31, 2023. [Video]. Available: https://youtu.be/VQK64SrYkzs.

4. J. McCabe, How to ADHD: An Insider's Guide to Working with Your Brain (Not Against It), 1st ed. New York: Rodale Books, 2024.

5. R. Chatterjee, "Beat stress with science: 4 key techniques for stress relief," in ZOE Science & Nutrition. [Podcast]. Spotify. Available: https://open.spotify.com/episode/5EPaXzlPX0mgV3dwB6R6jf?si=tUgfItcATsSIV8nrMto5_g.

6. M. Meadows, Self-Disciplined Producer: Develop a Powerful Work Ethic, Improve Your Focus, and Produce Better Results, Kindle ed. Meadows Publishing, March 6, 2018. [E-book]. Available: Amazon, ASIN: B07B9L6V67.

7. S. Ahmed, "How to 16x Your Focus Permanently in 5 Mins (from a Med Student)," YouTube, Nov. 18, 2023. [Video]. Available: https://youtu.be/smnpZlznnqo?si=MHpE-4rlwS2AtUGe.

8. F. Cirillo, The Pomodoro Technique, 1.3 ed., 19 October 2006; 15 June 2007. [Online]. Available: https://friend.ucsd.edu/reasonableexpectations/downloads/Cirillo%20--%20Pomodoro%20Technique.pdf.