Dear Yogesh,

Many of my tasks involve reaching out to colleagues for information or answers. I’ll let them know what I need and move on to the next task while I wait. Inevitably, as soon as I’m deeply focused on that next task, I’ll hear back from them. Then comes the dilemma: should I stick with the current task or switch back to the first one now that I have what I need? It’s amusing how much this decision stumps me! Can you share some guidance or a rule of thumb to help me navigate this more effectively?

Signed,
Uday

Dear Uday,

I’m happy to help! This is a classic productivity challenge, and you’re not alone in facing it. To address your question, let’s explore a few truths about focus and interruptions and some practical tips to streamline your workflow.

The Truths

1. Focus is a superpower.
   You’ll accomplish more in less time—and produce higher-quality work—when you can give your full attention to a task. As Mihaly Csikszentmihalyi, the author of Flow: The Psychology of Optimal Experience, famously said, “Control of consciousness determines the quality of life.”
   
   

2. Task-switching drains productivity.
   Shifting between tasks too frequently disrupts focus. It takes time for your brain to reorient itself after each switch, which can prevent you from settling into a productive rhythm. If you’re constantly jumping between tasks, you may end up starting a lot but finishing very little.
   
   

3. Interruptions are inevitable.
   No matter how well you plan, unexpected responses, tasks, or requests will pop up. The key is to have systems and habits in place to manage these interruptions without derailing your progress.
   
   

The Tips

1. Capture Without Disruption

When interruptions happen, resist the urge to address them immediately. Instead, have a system to capture incoming information while maintaining your focus.

• Use a physical inbox or digital task manager to collect new inputs.

• Let your email and messages wait until you’re ready to process them.

By capturing interruptions rather than acting on them right away, you’ll preserve your focus and avoid the trap of constant task-switching.

2. Organize Your Workspace

A clean, organized environment—both physical and digital—is essential for effective prioritization.

When a colleague’s response comes in, you need to decide whether to switch back to the first task or stick with your current one. If your workspace is cluttered with half-read emails, sticky notes, and unprocessed tasks, it’s hard to make that decision.

• Clear your email inbox regularly.

• Use a single, prioritized task list.

• Keep your physical workspace tidy and free of distractions.

This clarity makes it easier to focus on what matters most rather than just what feels urgent.

3. Work in Focused Modes

Divide your day into three distinct modes:

1. Processing Mode: Dedicate time to review and organize new inputs—emails, messages, or tasks—into your system.

2. Focus Mode: Use this time to work exclusively on planned tasks from your calendar or task list.

3. Responsive Mode: Set aside specific times to address surprises, quick-turn tasks, or follow-ups.

By separating these modes, you can avoid the constant pull of “urgent” interruptions and stay in control of your priorities.

Applying It to Your Situation

When a colleague’s response comes in while you’re working on something else, here’s a simple rule of thumb:

• Stick with your current task if finishing it will make significant progress or free up mental space.

• Switch back to the first task if the response unlocks an urgent or high-priority action.

Having a clear plan for your tasks—and regularly updating your priorities—will make these decisions easier and more intuitive over time.

I hope these strategies help you strike a balance between staying focused and remaining flexible. With practice, you’ll find it easier to manage interruptions and keep your productivity on track.

Best regards,
Yogesh

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