How to Stay Focused Under Tight Deadlines

We're not using our time wisely. Juggling a multitude of responsibilities as a female founder is no easy fit. It’s Tuesday. Your client has called an emergency meeting. You are a small company and one of your key personnel has called in sick. You have a tight deadline coming up. Your car needs to go to the garage. Your child has a docs appointment this week. Your kids schools have their conferences on this week. Your husband is out of town. You’re a single mother. Period! Your mind just can’t focus right now. You get the point!! What lies ahead doesn’t have to feel like a hustlers life. Here’s a simple technique can help boost your productivity during the few hours you have for work. The Pomodoro Technique is my go to nowdays and it works wonders. Here's how you can implement it in your daily routine: 📌First, set aside a couple of hours each to focus on your business. 📌Call this your focus time and allow yourself to believe that if you do not show up for it, you are stealing from your business. Set Up Your Environment Create a distraction-free workspace by: - Turning off notifications on your devices - Using website blockers to limit access to distracting sites - Finding a quiet space to work or using noise-cancelling headphones Plan Your Tasks Start your day by: - Identifying your most important tasks - Breaking larger projects into smaller, manageable tasks - Estimating how many pomodoros each task will take Use a Timer Choose a timer that works for you: - A physical timer (like the original tomato-shaped one) - A digital timer app on your computer or phone - A web-based timer like Pomodor or Marinara Timer Follow the Pomodoro Cycle 1. Set your timer for 25 minutes 2. Work on a single task with full focus until the timer rings 3. Take a 5-minute break 4. Repeat steps 1-3 four times 5. After four pomodoros, take a longer 15-30 minute break Track Your Progress Keep a record of your completed pomodoros to: - Measure your productivity - Identify areas for improvement - Motivate yourself to stay consistent Adjust as Needed Customize the technique to fit your work style: - Experiment with different work/break intervals - Adapt the method for meetings or collaborative work - Be flexible with unexpected interruptions Stay Consistent Make the Pomodoro Technique a habit by: - Using it regularly, even on busy days - Gradually increasing the number of pomodoros you complete - Reflecting on your progress and adjusting your approach as needed The key to making this a success is to maintain focus during work intervals and truly disconnect during breaks. With practice, you’ll be amazed at how effective you can be. Let me know which technique works for you in the comments.

Structure is freedom. That’s not a contradiction—it’s survival when you’re neurodivergent in comms. I learned this the hard way during a crisis response where I was juggling urgent executive messaging and a full comms plan refresh at the same time. Without my systems? I’d have been spinning. But because I’d already built intentional boundaries around focus time—using things like time-blocking, Pomodoro sprints, and even voice memos—I stayed grounded enough to deliver under pressure. Not perfectly. But anchored. I’ve set calendar blocks that are non-negotiable. I use alarms to remind me to shift gears. And I record voice notes to capture ideas mid-task so I don’t lose the thread. Here’s the thing most people miss: We don’t lack discipline—we lack dopamine. And systems give us the scaffolding to stay in motion when our brains want to jump tracks. Especially in comms, where you’re constantly pivoting between strategy, storytelling, and stakeholder management, that internal friction can burn you out fast if you don’t have rails to run on. Here’s what’s worked for me: - Time-blocking *specific* types of work (not just “focus time”) - Using alarms as transition cues, not productivity hacks - Capturing everything in a central space—because my brain won’t remember it later These aren’t productivity hacks. They’re access ramps. They let me bring my best work forward—without overloading my system just trying to hold it all in my head. Because when the pressure’s on, I don’t need more adrenaline. I need more anchors. #NeurodiversityAtWork #CommsLife #ADHDInTheWorkplace #InternalComms

I used to jump straight into work. No plan. No warm-up. Just brute force focus. If this sounds like you, here is a focus warmup routine that might work for you. ✨ Purpose This short warmup helps you shift from scattered to sharp. It’s designed to get you mentally centered, reduce distractions, and prepare your brain to enter a focused work state – even if you’re feeling a bit off. You can complete the full sequence in about 5–10 minutes, or pick a few steps that suit your current state. 🧭 The Focus Warmup Flow Step 1️⃣: Signal the Shift (1 minute) Choose one small ritual to mark the transition into focus mode: - Light a candle or turn on a focus lamp - Put on noise-canceling headphones - Close extra tabs or silence your phone Why: Creates a consistent cue for your brain to switch gears. ✅ Step 2️⃣: Clear the Clutter (2 minutes) Quick mental declutter to make space for clarity: - Write down 3 things that are distracting you - Acknowledge them, then put them aside (physically or mentally) - Optional: jot them in a “Not Now” list or use your Maybe Later Parking Lot Why: Naming distractions reduces their power. ✅ Step 3️⃣: Reconnect with Intention (2 minutes) - What’s the one thing I want to move forward right now? - Why does this matter today? - What will success look like at the end of this session? Why: Brings clarity and purpose into the session. ✅ Step 4️⃣: Engage the Brain (2–3 minutes) Pick one of the following to sharpen your attention: - Micro-mindfulness: 10 deep breaths, counting each one - Visual Focus Primer: Stare at a single point for 30 seconds - Mental Rehearsal: Close your eyes and visualize the first 3 steps of your task Why: Calms nervous energy and activates cognitive focus. ✅ Step 5️⃣: Set Your Boundaries (1 minute) Decide how long you’ll work and how you’ll protect that time: - Set a timer - Let others know you’re unavailable - Mute notifications or use a focus app Why: Protects your mental space once you’re in flow. ✅ 💡 Optional Enhancements (Pick What Helps) ↳ Ambient music or background noise (if that helps you focus) ↳ Stand and stretch for 30 seconds before sitting back down ↳ Check your energy level—if you’re depleted, consider a quick nervous system reset instead 📌 Bookmark this post for later, or give it a ❤️ or a 💡. PS: I am Sven Elstermann, and this 👆🏼 is one of many systems in Introvert OS. Check out my profile to learn more, and follow me for daily introvert tips.

Distractions are everywhere. Whether you're coding, writing, or working on an important project, your mind constantly pulls you in different directions. Ideas pop up. Emails demand attention. Random thoughts intrude. How do you stay focused? I’ve developed a simple method to train my focus, and it’s surprisingly effective. On the left side of a sticky note, I write the one thing I’m working on. Just one. No multitasking. On the right side, I jot down every distraction that comes to mind—random ideas, other tasks, things I suddenly remember. Instead of letting them derail my focus, I capture them for later. Then comes the real challenge: I commit to either working on that one task or doing absolutely nothing. No checking my phone. No jumping to another task. Just work—or sit there, staring at the screen, doing nothing. It sounds simple, but it’s powerful. Over time, this builds the ability to focus deeply without forcing it. This practice isn’t about being more productive. It’s about training your mind to stay present. When you can focus on one thing without constantly shifting, you not only get more done—you also feel more in control of your attention. Try it. Pick one task, capture distractions on the side, and allow yourself only two options: work or do nothing. See how it changes your ability to focus. What strategies do you use to stay focused? Let’s discuss in the comments! #Focus #Mindfulness #DeepWork #Productivity

I Was Drowning In Busy Season! (Then I Found This Mental Hack) Ever felt your brain was being pulled in 8 different directions at once? That was me a few months back. 4 different clients. Long hours workweeks. 1 auditor - Me. And the problem wasn't the amount of work. It was something far more dangerous. My mind was constantly shifting: From Task A to Task B. From Client 1 to Client 3. From urgent email to random ping. Each switch felt like it drained a little more of my mental battery. Until one week, I hit empty. Know that feeling of heaviness in your head? When your thoughts feel like they're wading through mud? That's where I was. But I refused to accept this as "just part of the job." There had to be a better way. And after weeks of experimenting, I found 3 mental hacks that saved my sanity. These aren't your typical productivity tips. These are survival techniques for anyone juggling multiple clients. Here's what worked for me: 1. Your Brain is Not a Storage Device Your mind wasn't designed to remember things. It was designed to GET THINGS DONE. So stop forcing it to be your to-do list. Every time a manager pinged me with a request, I immediately wrote it down in OneNote. Not tomorrow. Not "when I have time." IMMEDIATELY. Then I'd mentally release it. Think of your brain like your smartphone – when too many apps are running in the background, everything slows down. Close those background apps. 2. Treat Client-Facing Tasks Like Hot Potatoes When juggling multiple clients, everything seems urgent. But here's the truth: Not all urgent tasks are created equal. My breakthrough came when I realized this simple rule: Anything that goes directly to a client takes absolute priority. Emails. Deliverables. Meeting preparations. Think of them as hot potatoes – get them off your plate FIRST. Everything else? It can wait for 25 minutes. 3. The 25-Minute Forcefield I started using the Pomodoro Technique – 25 minutes of intense focus, followed by a 5-minute break. During those 25 minutes, I created a mental forcefield around myself. No emails. No Slack pings. No team check-ins. Just me and ONE task. Unless you're in a live client meeting, NOTHING is so urgent it can't wait 25 minutes. The most surprising benefit? This practice didn't just save my work life – it saved my personal life too. Before, even when talking with my parents, my mind would wander to pending tasks. Now, I'm fully present wherever I am. If you're in a client-facing role juggling multiple projects, these techniques aren't optional – they're essential for your mental health. Are you constantly task-switching? What techniques have worked for you? If you enjoyed reading this, it's a snippet from my FREE weekly newsletter where I share everything about my audit lessons and concepts. #audit #productivity #mentalhealth #consulting #clientmanagement

Ever feel like there’s too much to do and not enough time to do it? You’re not alone. Managing tasks effectively isn’t about working harder; it’s about working smarter. Two tools I use daily to stay focused and productive are the Eisenhower Matrix and the Pomodoro Technique. 𝗧𝗵𝗲 𝗘𝗶𝘀𝗲𝗻𝗵𝗼𝘄𝗲𝗿 𝗠𝗮𝘁𝗿𝗶𝘅: 𝗗𝗲𝗰𝗶𝗱𝗲 𝗪𝗵𝗮𝘁 𝘁𝗼 𝗗𝗼 Not all tasks are equal. Some demand immediate attention, while others are distractions in disguise. The Eisenhower Matrix helps you decide what matters most and what to ignore. Here’s the small modification I use since it’s just me, myself and I, at this time: • 𝗨𝗿𝗴𝗲𝗻𝘁 & 𝗜𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁: Do these tasks now. They have deadlines and real consequences. • 𝗜𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁 𝗯𝘂𝘁 𝗡𝗼𝘁 𝗨𝗿𝗴𝗲𝗻𝘁: Schedule these. They move the needle long-term but don’t need immediate action. • 𝗨𝗿𝗴𝗲𝗻𝘁 𝗯𝘂𝘁 𝗡𝗼𝘁 𝗜𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁: (Delegate these.) I look at these as a running list of somedays (Someone else would handle in a different, perfect world), but I review weekly and use the EM to determine what needs to remain and what could be eliminated. • 𝗡𝗲𝗶𝘁𝗵𝗲𝗿 𝗨𝗿𝗴𝗲𝗻𝘁 𝗻𝗼𝗿 𝗜𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁: Eliminate them. These tasks waste time and energy. This method keeps you from drowning in busy work while ignoring what actually drives progress. Then to make the priorities happen. 𝗧𝗵𝗲 𝗣𝗼𝗺𝗼𝗱𝗼𝗿𝗼 𝗧𝗲𝗰𝗵𝗻𝗶𝗾𝘂𝗲: 𝗦𝘁𝗮𝘆 𝗙𝗼𝗰𝘂𝘀𝗲𝗱 𝗮𝗻𝗱 𝗚𝗲𝘁 𝗜𝘁 𝗗𝗼𝗻𝗲 Even with the right priorities, distractions can kill productivity. The Pomodoro Technique keeps me locked in and moving forward. • Work for 𝟮𝟱 𝗺𝗶𝗻𝘂𝘁𝗲𝘀 with zero distractions. • Take a 𝟱-𝗺𝗶𝗻𝘂𝘁𝗲 𝗯𝗿𝗲𝗮𝗸 to reset your mind. After the first sprint, I actually take 𝟭𝟬 𝗺𝗶𝗻𝘂𝘁𝗲𝘀 between 2 and 3 (coffee is required in the morning session!) • Repeat four times, then take a 𝗹𝗼𝗻𝗴𝗲𝗿 𝗯𝗿𝗲𝗮𝗸. • Short bursts of focus prevent burnout and make big tasks feel manageable. It works because it forces action. You stop overthinking, stop procrastinating, and just do the work. Getting things done isn’t about endless hours. It’s about making smart choices and staying locked in when it matters. When you combine the right priorities with focused execution, productivity isn’t a struggle; it’s a system. … And let’s be honest, none of this happens without coffee and music. As Friedrich Nietzsche said, “Without music, life would be a mistake.” And, those who know me say, “Without caffeine, mornings (and Joe dealing with people) would be impossible.” #EntrepreneurLife #SmallBusinessTips #StartupStruggles #BusinessGrowth #EntrepreneurshipJourney

😓My agency owner "deep work" hacks: As an agency owner I wear many hats so balancing deep and shallow work is a worthy challenge. Why? A 1-minute distraction destroys ~23 minutes of deep work. So dozens of ill-timed of micro-interruptions result in approx. ZERO deep work. Here are some hack that I use to combat ⚔️ interruptions and reclaim focus: ✅ Architect your week for focus (h/t Matt Redler 🎙️) Have days or multi-hour blocks only for deep work. Start with a no-meeting morning or day an first then let the focus blocks expand into your calendar like ivy on an English brick house. ✅ Nuke temptations I'll start to get into deep work and suddenly think "ooh, I should check Slack", "I should check LinkedIn" but compulsively doing that destroys productivity. 🧨One key to nuke them all: I press ⌨️Cmd-8 and all temptations shut down immediately ❌. LinkedIn... bye. Slack, Gmail, messaging apps, see you later, impossible to access until I undo it. (I set this up w/ Cold Turkey + Alfred) ✅ Block incoming distractions Have kids and are hyper-focused? Teach me your ways 🙇♂️ (🐈⬛🐈cats are enough challenge for me) 🛡Aside from (not having) kids, these have worked for me: • Turn off as many phone/computer notifications as possible • Use over-ear noise-blocking headphones (Sony WH-1000XM4) • Block spam calls (Hiya is working well) • Use Do Not Disturb (MacOS) or Focus Assist (Windows) ✅ 🖥 Big monitor (= more headspace) If you're an outbound agency owner, you're doing work that's much easier with a big 27"+ monitor. Studies have shown double-digit productivity improvements with larger monitors and it's one of the first things I buy my employees when they join. ✅ Hire and delegate: If your goal as an agency owner is to get your effective hourly rate really high 💰, you shouldn't be spending time on tasks that others can do with some training. E.g. do NOT set up your email infra yourself. Outsource or insource it (though make sure you understand it enough at a high level). UpWork, OnlineJobs.PH, and referrals (for specialized work) have been great for finding talent. ✅ Misc general tricks: • Plan your day the night ahead of time • Track client work in a system (ClickUp rocks!) • Sleep, rest, exercise, eat well, etc. • Focus music on repeat w/ overear headphones (ask for my Spotify list in comments) ✅🧠 [Final hack] Learn from others: Doing something pointless with a lot of focus is still pointless. Learning from others who have been there helps you focus on the right things more rapidly. If you're a Claygency owner, their Slack is a good place meeting others. Jesse Ouellette also has an excellent (and _very_ active) WhatsApp group. Personally I like to build micro Slack "mafias" around me so we can all learn from each other. (content is also a great way to learn e.g. 🦾Eric Nowoslawski, Jordan Crawford, Scott Martinis, Xavier C., Corey Quinn 🎯...) --- What productivity "hacks" work well for you?

The ability to stay focused is a superpower. Eric Schmidt, former Google CEO, once noted that we create as much information every two days as we did from the dawn of civilization until 2003. He said that back in 2010 – can you imagine what the statistic is now? The point is, distractions are at an all-time high, so if you’re having trouble consistently knocking out that daily to-do list, you’re not alone. Here’s how I block out the noise and focus as much of my energy as possible on what truly matters most... TIME BLOCKING At the beginning of each week, I reserve specific blocks of time for my most important activities. Getting these items on my calendar first forces me to say “no” to other requests, or at least weigh them against the importance of what’s already there. When you can literally SEE how much time is available in your day or week, you get a much better understanding of how ruthless you need to be with your commitments. TASK BATCHING The cost of context switching is almost as high as inflation. I like to group similar tasks together and tackle them in a single sitting. For example, I’ll spend half an hour responding to emails or dedicate an hour to reviewing/approving work products. This eliminates the need to jump between different apps and types of work, which can break my concentration and disrupt my flow for an entire day. PROTECTING “QUIET TIME” When I need to get some serious work done, I turn off all notifications and throw on some background noise using a tool called Endel. It’s impossible to stay focused when you’re constantly being interrupted by pings and alerts, each of which is probably someone else trying to add THEIR responsibilities to YOUR to-do list. There are very few things that can’t wait an hour or two for a response. PAYING MYSELF FIRST I have a personal rule that I always do the 1-2 tasks that will have the biggest impact on MY goals before I even think about doing things for someone else. It sounds conceited, but if I don’t stay committed to my own success, I’ll never be in a position where I can selflessly serve others. By tackling the most important work first, when my energy and creativity are at their peak, I guarantee I’ll make progress on what truly matters before getting caught up in busywork. Distractions are inevitable, but with the right strategies, you can mitigate the effect they have on your productivity. It takes a lot of discipline, but these tactics have been extremely effective at helping me stay focused and get the most impactful work done every single day. What about you? What are you struggling with and what has helped you address those productivity challenges?

This idea changed my life (it can do the same for you): → The Zen of Focus In the chaotic world of entrepreneurship, focus is the ultimate superpower. But with countless distractions and demands vying for your attention, it can feel like an uphill battle. Here's how to achieve zen-like focus and boost your productivity: 1. Embrace the power of silence: Noise is the enemy of focus. Find a quiet space, put on noise-canceling headphones, and create a distraction-free zone. Silence helps your mind settle into deep concentration. 2. Practice mindfulness: Mindfulness means being present and fully engaged in the moment. Take a few minutes each day for meditation, deep breathing, or simply observing your thoughts. This builds your mental muscle for focus. 3. Use the Pomodoro Technique: Work in 25-minute sprints, followed by a 5-minute break. This method helps you manage time and maintain focus, preventing burnout. 4. Write down your MIT: Your Most Important Task is the one thing that will make the biggest impact on your day. Write it down first thing in the morning and make it your top priority. This clarity will keep you focused on what matters most. 5. Take regular breaks: Contrary to popular belief, breaks improve focus. Step away from your work every 90 minutes to recharge. Take a walk, stretch, or do something unrelated to work. Your brain will thank you. 6. Learn to say no: Focus is about what you say no to as much as what you say yes to. Guard your time and attention ruthlessly. Say no to non-essential tasks, meetings, and commitments that don't align with your goals. 7. Fuel your focus: What you eat and drink impacts your ability to focus. Avoid sugary snacks and drinks that cause energy crashes. Opt for brain-boosting foods like nuts, berries, and leafy greens. Stay hydrated. 8. Prioritize sleep: Sleep is the ultimate performance enhancer. Aim for 7-9 hours of quality sleep each night. A well-rested mind is a focused mind. Implementing these tips will help you achieve a state of zen-like focus, transforming your productivity and performance. Remember, building focus is a practice, not perfection. Start small, be consistent, and celebrate your progress. With the power of focus, there's no limit to what you can achieve as an entrepreneur. So go forth and focus like a zen master.