The science behind the dimension of Focus
This dimension is about the ability to be focused. That means being able to concentrate on a single task for an extended period of time without being distracted by the external environment. In today’s (working) environment, we are constantly confronted with a lot of different information, and the digital nature of the working world can lead to various distractions that can cause interruptions.
In this dimension, the aim is to provide tools that improve individual focus, for example, by using precise planning for better structuring. In addition, it might be helpful to identify high-performance phases in order to achieve better results. The identification of various disruptive factors and their potential elimination can also make it possible to realise that everyone has control over their own actions and their lives. However, in order to increase productivity and performance, various balancing activities such as sufficient breaks, various enjoyable activities and a healthy lifestyle are also very important.
Explanation of the categories
- Setting and Following up on Work Intentions
To increase work focus in a targeted manner, it is important to consider today’s tasks and priorities for the day in the morning before work and, if necessary, to create priority lists.
Sonnentag et al. also made clear in their study that a morning reattachment to work can be of great importance for task focus during work (Sonnentag et al., 2020). This means that a wide range of (work) activities can be planned in the morning, which can also have an impact on work performance (Baus et al., 2015). Furthermore, it can be helpful to write down specific practical work intentions using action words when starting work and to review these at the end of the day and write down tasks for the coming day accordingly.
The goal-setting theory of Locke and Latham (1984) should be mentioned here, which assumes that conscious and precise goals determine a person’s actions, with specific goals leading to better results than vague ones (Latham et al. 2012). Future tasks and goals can also be planned as part of a grand scheme. Here, it can be important to plan for possible interruptions to work and possible new circumstances as part of contingent planning (Parke et al., 2018; Dmytryshyn & Goran, 2022). Parke et al. have investigated time management planning and contingent planning and found that creating task lists, prioritising and setting exact times can lead to higher work engagement, while contingent planning can also lead to goal achievement by allowing for possible interruptions when new circumstances arise (Parke et al., 2018).
- Deep Work
The “deep work” category is about using the current knowledge of ultradian rhythms, i.e. cycles associated with body function that are repeated several times within 24 hours, to utilise these time windows of increased attention and focus for important work.
There is a peak performance period both in the morning and in the afternoon that needs to be identified. Once these times have been identified, they can be used to utilise these times for deep work at the workplace. Shub et al. also investigated the compound rhythm, composed of several ultradian units, in relation to performance in pilots. They found that there were different periods of increased or decreased performance. In the case of the study, increased morning performance was found between 9 and 11 a.m. The authors also noticed that performance was at its lowest around 3 p.m., which they call the “post-lunch” phenomenon. This is followed by a period of high performance in the afternoon from 5 p.m. on. It can be assumed that there is no third performance peak, as the time between 11pm and 7am is described as a performance minimum and is intended to cover the need for sleep (Shub et al., 2001).
Once your peak performance phases have been determined, you can ideally schedule “do-not-disturb blocks” for this purpose, during which you should ideally switch off any notifications and similar distractions if possible and use this time to utilise the increased focus sensibly. During this time, for example, you can use the ABC analysis to prioritise the points of particularly ” difficult work” and work on them within the phases of increased focus. To avoid spending too much of these focused phases on tasks that are not important, it can also be helpful to use the Eisenhower Matrix (Baus et al., 2015). This allows different tasks to be categorised according to importance and urgency. That structured view can make it clear which tasks should be in the foreground of the performance peaks due to their importance (Dmytryshyn & Goran, 2022).
- Control at Work
As it can happen that you have the feeling of having little control in your (professional) life and can, therefore, feel aimless and sometimes hopeless, this category contains a few tips that can help you regain a sense of control.
Firstly, it can help to use your morning calm and focus to realise what you can control in your working life. For example, it has been shown that it can be very important to plan tasks and their completion independently. Planning behaviour and work autonomy have been shown to have a positive effect on perceived time control, which can also increase productivity and job satisfaction (Claessens et al., 2004). In addition to the mentioned work autonomy, it can also be important for perceived control if you can contribute your own ideas. For example, employee involvement can have a positive effect on job satisfaction, productivity and commitment (Bhatti & Qureshi, 2007). Overall, it can also be important to make sure that it is clear that the person can end their contract at any time. Perceived control needs to be supported as it appears to be important for physiological and psychological health and also appears to be associated with better cognitive functioning (Pagnini et al, 2016).
Another important tip is to focus less on the past and more on the present and future. Shipp et al., for example, illustrated the significant role of temporal focus using a sample of professionally experienced adults. In their studies, they showed that people who focussed more on the past had more negative thoughts and a more negative mood, which also significantly influenced the perception of current work characteristics. On the other hand, people who focussed on the future and present were more positive, satisfied, and committed to their job (Shipp et al., 2009). Franzier likewise made clear that focusing on the present or avoiding similar mistakes in the future empowers people to take an active role and gain an awareness of having control over events in the present and future by asking themselves how they can act in the future to prevent known mistakes (Frazier, 2003).
Langer’s mindfulness is also interesting here. This differs from mindfulness in the sense of the Eastern approach, as the idea here is that everything is always changing, and one should be able to adapt flexibly to these changes in life situations (Langer, 1989). This emphasises the importance of the present moment as well as the life decisions that have already been made. This also allows you to realise that you have always adapted to the circumstances and made decisions that have brought you to where you are today. Instead of looking for mistakes in your own past, this can also help you realise your own ability to act and control the course of your life. Langer’s mindfulness also enables a wide variety of starting points for new beginnings (Pagnini et al., 2016)
However, if it becomes clear that there is a feeling of lack of control resulting from being overwhelmed by too many tasks, it is important to seek support. Perceived organisational support can be very important for work engagement (Caesens & Stinglhamber, 2014). If there is an assumption of a lack of resources, it can be helpful to use a person’s resistance to stress through training or, in this case, stress management programmes (Richardson & Rothstein 2008). Finally, another important tip is to recognise small successes. These can be written down, for example, and added to at the end of the day. A study by Avrahami et al. showed that a personal online tool, which motivated employees to note and evaluate individual work highlights and thereby raise awareness of their own successes, led to increased commitment, dedication and a positive mood at work (Avrahami et al., 2020).
- Playfulness and Creativity
To promote work performance and brain health, it is also important to increase balance through various activities and the promotion of creativity.
Physical activity, for example, can have an influence on the work performed. A systematic review by Grimani et al., for instance, shows that diet and physical activity measures in the workplace could have an impact on absenteeism, work ability and productivity (Grimani et al., 2019). Finding a balance between physical activity and screen time can also be of great importance for brain health. In their study, Pantzar et al. investigated the extent to which aerobic exercise affected cognitive performance in 362 office workers. They found that people with moderate and high fitness levels showed better cognitive performance than those with low fitness levels, which emphasises that physical activity can be of great importance in the context of professional activities (Pantzar et al., 2018). It would therefore be ideal to be able to use this knowledge for short breaks during working hours, whereby juggling, in particular, can be recommended (Berchicci et al., 2017). This requires a high degree of bimanual coordination, balance and sustained attention to multiple objects. In a comparison of non-jugglers (people who have not juggled in their previous life) and jugglers, Berchicci et al. found increased activation in prefrontal regions both before and during the performance of the task in the non-jugglers after juggling. In the jugglers, they found increased activity in motor-related regions (Berchicci et al., 2017). The systematic review by Malik et al. also allows the assumption that the bimanual juggling task can improve neuroplasticity (Malik et al., 2022).
Ideally, these activities also enable a following flow in the upcoming work. The term flow refers primarily to Csikszentmihalyi. According to him, the state of flow is when the entire focus is on achieving specific goals and unwanted stimuli are ideally faded out (Csikszentmihalyi, 1990). In order to achieve a state of flow, it is important to set precise goals (Weintraub et al., 2021). In addition to the focus experienced in flow, this can also bring order and structure to the mind. By practising this ability, it can be further developed, but the preconditions are initially a concrete goal, feedback and tasks that are challenging but not overwhelming (Csikszentmihalyi, 1990). In order to increase the frequency of flow experiences in professional life, it can be helpful to divide large, unstructured projects into smaller tasks and thus gain more structure and overview.
Csikszentmihalyi also emphasises that the job also has an influence on the experience of flow. It should be emphasised here that it offers great advantages when work resembles a game that allows for a lot of variety and flexibility (Csikszentmihalyi, 1990). Playfulness at work can enable many positive aspects at work, such as effects on more expression of creativity, social relationships, productivity, as well as stress reduction and mental health (Allan, 2021).
Csikszentmihalyi also emphasises the importance of creativity and its promotion (Csikszentmihalyi, 2013/2014). Helzer & Kim present a process model in which creativity can be used as a resource for psychological well-being. They argue that creativity allows individuals to react flexibly and spontaneously to potential problems and stressors by being able to fall back on alternative interpretations, options and reactions (Helzer & Kim, 2019). It can therefore be important to promote creativity, for example, through flexible workplaces and open-plan offices, colours and plants, in which the mind is encouraged to be more innovative and effective brainstorming could be made possible through interpersonal interactions (Samani et al., 2014). Attention can also be increased by doodling. For instance, a study in which 20 out of 40 participants were instructed to doodle while talking on the phone showed that they were able to memorise 29% more information (Andrade, 2010).
- Taking breaks to recharge
Longer periods of attention at work without breaks can lead to cognitive fatigue and thus impair work performance and well-being (Albulescu et al., 2022; Gilsoul et al., 2022).
Gilsoul et al. illustrated in their study that breaks in four 40-minute work blocks kept reaction times to a Stroop task constant, while these were impaired in people without breaks (Gilsoul et al., 2022). Accordingly, there are many different theories that can emphasise the importance of breaks: e.g. the effort-recovery model (Meijman & Mulder 1998); the ego-depletion theory (Baumeister, 2000); and the conservation of resources theory (Hobfoll 1989). The idea behind the various theories in relation to work is that different types of resources are lost during periods of strenuous work, which is why breaks are needed to restore them. Various studies highlight the positive effects on employees of taking breaks (Hunter & Wu, 2016; Trougakos et al., 2008).
When it comes to tasks that require increased focus and undivided attention, a working time of 90 minutes can be recommended. It has been shown that ultradian rhythms often occur in 90-minute periods. This was first investigated by observing REM-NREM sleep rhythms, and it has been suggested that other rhythms may also occur in 90-minute periods (Dement & Kleitman, 1957; Kleitman, 1987; Lamont & Amir, n.d. ). Meanwhile, some studies allow the assumption that cognitive performance also occurs in ultradian frequencies (Bossom et al., 1983; Gordon et al., 1995; Klein & Armitage, 1979). Breaks can vary in duration and frequency, but a longer break or more frequent regular breaks seem advisable, especially for intensive tasks (Gilsoul et al., 2022; Hunter & Wu, 2016).
During the breaks, various activities can be helpful for the subsequent continuation of work (Randolph, 2016). For example, breaks in nature can have a positive effect in the context of the attention restoration theory (Kaplan, 1995). Furthermore, various types of small exercises and activities, such as stretching exercises, are also recommended as part of work breaks (Lacaze et al., 2010).
It has also been shown that health and its promotion have a decisive influence on absenteeism and the productivity level of employees (Mitchell et al., 2013). Accordingly, lunch breaks have an important influence on the ability to recharge energy batteries after completing complex tasks. It has been shown that nutrition plays a decisive role in cognitive abilities and performance, as well as possible dementia in the course of life (Scarmeas et al., 2018). For example, it is advisable to minimise simple sugars, saturated fats, alcohol and caffeine consumption as well as products with added sugar (Scarmeas et al., 2018; Martínez García et al., 2018; WHO, 2023). Instead, foods with a low glycaemic index should be used, which can have a positive impact on attention and memory. Attention should also be paid to the regular consumption of all necessary nutrients and vitamins (Martínez García et al., 2018). Sufficient and regular hydration needs to be emphasised here too. Hydration has a major influence on cognitive performance, and even slight dehydration can have a negative impact on cognitive performance and mood (Riebl & Davy 2013; Masento et al., 2014). However, microbreaks should also be emphasised. Permanent use of a laptop can lead to computer vision syndrome, resulting in tired and dry eyes, which can also affect concentration (Talens-Estarelles et al., 2023; Alghamdi & Alrasheed, 2020). The 20-20-20 method, which has proven to be helpful, should be emphasised in particular. This involves pausing for 20 seconds after 20 minutes of work and looking at an object that is 6 metres (20 feet) away (Anggrainy et al., 2020). It can be helpful to use a reminder to remember to take regular breaks (Talens-Estarelles et al., 2023). Finally, it is also important to spend breaks without screens as much as possible. Social media addiction is an increasingly relevant issue of our time and is reaching rising prevalence levels (Cheng et al., 2021). In addition, increased use can have negative effects on mental health (Huang, 2022).
