How to Get Organized and Concentrate on Your Work

Co-authored by Rahti Gorfien, PCC

Last Updated: May 4, 2023 Approved

Work is often the place where staying focused and distraction-free is the most important. However, it’s usually where minds drift and people are as unorganized as ever. In a fast-paced world that is filled with distractions, it feels almost impossible to keep your concentration intact and your life organized. However, by getting in the right head space, cleaning up your work space, and preventing distractions as best you can, you can stay organized and concentrate on your work.

Method 1

Method 1 of 3:

Getting in the Right Head Space

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Plan your day ahead of time. Write down each task you expect to take on in a planner at the beginning of your work day, or the night before. Having everything laid out for you can help you get mentally prepared. It can also prevent you from becoming distracted since you have a schedule to maintain.
- Smartphone applications, such as Wunderlist or Todoist may keep you more on track as you can set reminders for tasks you’ll need to complete.^{[1]
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  Rahti Gorfien, PCC
  Life Coach
  
  Expert Interview. 17 December 2019.} This is a good choice if you tend to go off on tangents during the day. The alarms you set can help you stay on task.^{[2]
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2
Give yourself prep time. Coming to work in a rush and showing up late can cause you to feel stressed right from the beginning. Stop this from happening by giving yourself plenty of time to get to work. You may want to even get there a little early. You’ll likely find that you are more focused and more productive because of this.
- Furthermore, take a deep breath as you sit down at your station. Then give yourself five minutes to acclimate. Taking a moment to yourself before you start working can help you feel more relaxed, which can help you to stay organized and feel less distracted.^{[3]
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Start off with an easy task. This will help you gain momentum and focus. Start your day with something small, and once you accomplish that task, you may feel more motivated to tackle more challenging ones.^{[4]
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Focus on one task at a time. Working on a task continuously is simpler than stopping and picking it back up later on. It takes time for you to focus and zone in on your previous train of thought. To avoid distraction and disorganization, start a task and continue working on it until you’re finished. Then, move on to another task.
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Practice mindful exercise. Help yourself stay focused throughout the day by practicing mindfulness. This simply means paying attention to the moment and being mentally present with what you are doing. Doing so can prevent your mind from wandering and helps you to do your best work.
- Exercising before work, and practicing mindfulness while you do it, is a great way to relieve tension and get yourself mentally and physically prepared for the day. It can also give you the energy you need to make your day as productive as possible.
- Practicing mindfulness while exercising can mean just focusing on your breathing, your steps, your lifts, or whatever you’re doing while you’re working out. You’ll likely feel more alert and focused throughout your day when it starts with this type of exercise.^{[5]
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Change your environment if you work remotely. If you find that you’re restless and/or unable to concentrate, consider leaving your home and going to a coffee shop or library to work. Being around others who are actively engaged in work may help you feel more motivated.

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Method 2

Method 2 of 3:

Cleaning Up Your Work Space

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Remove anything you don’t need. It’s time to clean house if your work area looks less than tidy. An unorganized desk can leave you feeling overwhelmed and make it difficult to concentrate. Eliminate the distractions and clutter by giving anything that doesn’t help you become productive an eviction notice.
- For instance, focus on one area at a time and ask yourself if each object helps you achieve your work goals. Toss it if it does not. This could include furniture, files, papers, notes, books, or even pictures.^{[6]
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Create a productive desk layout. You may be surprised at just how much of an impact the way your desk is set up has on your productivity. Take the time to determine what works best for you, or try this approach.
- Place your monitor 17 inches away from you and at eye level. Phones and other supplies you use frequently should be placed on your dominant side to prevent you from having to reach over. Place items you use daily on your desk and place those that are used less frequently inside the desk drawers. Keep personal items to a minimum and place supplies that are used together close to each other.^{[7]
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Organize your “to-do” piles. Don’t let your “to-do” piles threaten to take over your desk. In addition to reducing your organization, these piles can stress you out. Instead, create an organized place for them that doesn’t take up a lot of space.
- Create file folders for each task or pile. Store them in your desk drawers, a file cabinet, or whatever you have available. Go through each folder and eliminate any unneeded paperwork inside of it once you’ve completed the project. Then store the file in a place designated for finished tasks.^{[8]
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Clean your desk before you leave each day. Coming into a cluttered desk at the start of your work day can make you feel frazzled and overwhelmed. Prevent this from happening by tidying up and organizing your workspace before you leave each day.
- Organize your desk an hour before you leave. Doing so can help you find an assignment you may have forgot about and still gives you time to complete it before the day is done.^{[9]
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Method 3

Method 3 of 3:

Preventing Distractions

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Set a designated time for emails and voicemails. Multitasking can negatively affect your concentration. If you’re constantly stopping what you’re doing to check an email or listen to a voicemail, your train of thought may get interrupted, which can cause you to become distracted. Instead of taking care of them as they occur, designate a certain time each day to get them finished. Then you won’t have the task on your mind all day.
- Try putting your phone on silent for a period of time. If you do this, leave notifications for those who call that inform them of a certain time that you’ll get back to them.
- Consider disabling the email pop-up on your computer. This way, you’ll be less tempted to check them each time you receive one.^{[10]
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Schedule blocks of work time.^{[11]
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Expert Source

Rahti Gorfien, PCC
Life Coach

Expert Interview. 17 December 2019.} You can only stay alert for so long before your mind starts to drift. Schedule a certain amount of time to work and then allow yourself a short rest after. Doing so can keep you focused during that work time, as you know you’ll get a break when it’s done.
- Set a timer for the allotted work time. This should prevent you from constantly checking the clock to see how long you have left, which itself is a distraction. Start with a 60-minute work block and eventually work your way up to 90 minutes.^{[12]
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Take regular breaks. It may seem counter-intuitive, but scheduling breaks into your workday can keep you feeling energized and productive. Plus, when you know you'll have a break coming up soon, you're less likely to let distractions like social media or non-urgent phone calls interrupt your workflow.^{[13]
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- Schedule a 5 or 10 minute break at the end of every hour. Then, schedule a longer break every two or three hours. Use your breaks to get a drink of water, chat with a coworker, or go outside and stretch your legs.
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Question

How can I concentrate on office work?

Rahti Gorfien, PCC
Life Coach
Rahti Gorfien is a Life Coach and the Founder of Creative Calling Coaching, LLC. She specializes in working with artists, entrepreneurs, and college students in creative fields. Rahti is accredited as a Professional Certified Coach (PCC) by the International Coach Federation, an ACCG Accredited ADHD Coach by the ADD Coach Academy, and a Career Specialty Services Provider (CSS). In addition, she has personal experience in the fields she coaches - she is an alumnus of the New York University Graduate Acting program and has been a working theater artist for over 30 years. She was voted one of the 15 Best Life Coaches in New York City by Expertise in 2018.

Rahti Gorfien, PCC

Life Coach

Expert Answer

Try looking for a to-do or productivity app on your phone to help you stay organized. Set timers for yourself and track what you finish every hour so you can see your productivity.

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Question

How can I concentrate on my work?

Trudi Griffin, LPC, MS
Professional Counselor
Trudi Griffin is a Licensed Professional Counselor in Wisconsin specializing in Addictions and Mental Health. She provides therapy to people who struggle with addictions, mental health, and trauma in community health settings and private practice. She received her MS in Clinical Mental Health Counseling from Marquette University in 2011.

Trudi Griffin, LPC, MS

Professional Counselor

Expert Answer

Minimize distractions, set realistic focus goals such as 20 minutes at a time, give yourself breaks, and practice mindfulness.

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Question

How can I improve my concentration and focus?

Trudi Griffin, LPC, MS
Professional Counselor
Trudi Griffin is a Licensed Professional Counselor in Wisconsin specializing in Addictions and Mental Health. She provides therapy to people who struggle with addictions, mental health, and trauma in community health settings and private practice. She received her MS in Clinical Mental Health Counseling from Marquette University in 2011.

Trudi Griffin, LPC, MS

Professional Counselor

Expert Answer

First, get to know your peak performance times and work with your strengths. For example, if your concentration decreases in the evenings, change your schedule to most of your work in the morning. Then, practice mindfulness to remain in the present, and set realistic goals for what you want to accomplish within a set amount of time.

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