Many find themselves chronically online in our hyperconnected world. Whether it be emails, slack notifications, or messages we are constantly pulled apart in different directions. So how do you juggle the demands between work and play?
Enter “Deep Work”—a concept popularized by professor Cal Newport in his book Deep Work: Rules for Focused Success in a Distracted World. The idea is simple but powerful: the ability to focus on cognitively demanding tasks without distraction is becoming rarer but more valuable in our modern world. Let’s dive into how you can enter deep work mode and achieve results that once felt out of reach.
What is Deep Work?
Deep work is about entering a state of intense concentration, free from distractions, to make real progress on meaningful tasks. Newport defines it as “professional activities performed in a state of distraction-free concentration that push your cognitive capabilities to their limit.”
There is indeed science to back it up. Neuroscience research shows that when we focus deeply, our brains can enter a state of flow, a peak experience where we’re fully immersed in what we’re doing. A longitudinal study done by Susie Cranston and Scott Keller “showed people in flow states were 500% more productive.”
I was introduced to this state while studying for the MCAT. I remember juggling personal and professional affairs while studying for this eight0hour long exam. When I finally embraced this philosophy, the hours went by in the blink of an eye. More importantly, I felt proud and fulfilled at the end of the day – something that I craved far more than mastering the topics.
The Challenges of Modern Work Life
As the proverb goes, “Know the enemy and know yourself in a hundred battles you will never be in peril.” Before diving into how to enter deep work, we must recognize the challenges of modern life obstructing us from this state.
The Multitasking Myth
Many of us pride ourselves on multitasking, but research shows that it’s largely a myth. A study done by Kevin P. Madore and Anthony D. Wagner revealed that multitaskers actually perform slower and worse on tasks than those who focus on one task at a time. Instead of performing tasks simultaneously what we are actually doing is switching between tasks. The constant mental fatigue associated with this process is the driver of poor quality work and inability to focus.
Digital Overload
While tools like email, messaging apps, and project management software are essential, they’re also constant sources of distraction. An article by Lindsey Leake in the fortune claims that users spend an average of 7 hours online. Although this number does include time spent on actual, productive work it also increases the risk of distraction. So how do you strike a balance? The answer comes down to willpower. Do you have what it takes to forego momentary pleasure and focus on the present?
Preparing for Deep Work: Setting Up for Success
Through my years of understanding, I have created the IPP rule: a concise method you can employ before starting any task. Using this strategy, the odds truly turn to your favor.
Identify
Start by paying attention to what most commonly pulls you out of focus. For me, it was social media. Once I realized this, I set designated time limits for certain apps – even going so far as deleting them – limiting how often I checked it.
Take a close look at your lifestyle. A good place to start would be your electronics. Set your phone to “Do Not Disturb” or use built in features to block distracting websites and apps. In addition, I’ve found that scheduling specific times to check email or Slack can help prevent the urge to check them constantly throughout the day. For example, you may dedicate the mornings to new emails (this is also a good way to ease into the day).
Plan
Before entering deep work mode, know exactly what you want to accomplish. The night before, write down 1-3 high-priority tasks you’ll tackle during your deep work block. Use free tools like google colanders that you can use to set how much time you will spend for certain tasks. I have created a detailed article explaining the most optimal way to use google calendar. Check it out here! Prioritize the tasks that will move the needle the most, and start with those.
Above is an example of a schedule I made during one of the most busiest periods of my life. Although it may seem like a lot at first glance, I made sure to split the work into manageable chunks, with high intensity work in the morning and low intensity work in the evening. I also added sufficient breaks and focused on singular tasks in each block.
Prevent
This step goes a step beyond what was mentioned in the identify and plan sections. Use the tools you have at your disposal to prevent any unnecessary breaks from your workflow. For instance, I am a big proponent of noise cancelling headphones. You don’t have to play music, just the feature alone will suffice. You will also want to think of smaller details like having a bottle of water nearby to prevent you from exiting the work environment.
Techniques to Master Deep Work
The Pomodoro Technique
Beginners often find the idea of working for hours on end, without a break, to be a daunting task. In fact, it may not entirely suit your needs. The pomodoro method is a true and tested method of studying that has massive benefits to those looking to increase the efficiency of their study sessions. A study session with occasional breaks gives you time to freshen up a bit before the next block so you are inclined to not be distracted during the study period. It is also aids in memory as you transfer the knowledge into long term memory for later retrieval. You can start with intervals as small as 25 minutes of work and 5 minutes of rest (any smaller and I find the risk of distraction increases exponentially).
Time Blocking and Single Tasking
Block specific periods in your calendar for deep work. Treat these blocks as sacred, non-negotiable appointments with yourself. During these blocks, eliminate all other distractions, and focus exclusively on the task at hand.
We’ve already debunked the multitasking myth. In deep work mode, it’s crucial to focus on a single task. If new tasks or ideas come to mind, jot them down for later, but don’t switch focus until your deep work session is complete.
Set yourself and your environment in such a way that you cannot help but work. However, understand that it is alright to ease into this state.
Set Boundaries
If you work in an office or have a team that frequently interrupts you, communicate your deep work periods with them. I’ve found that a simple “I’ll be heads-down from 10 AM to 12 PM—available after” can work wonders in reducing interruptions. If you have important contacts that need your attention at all times, use the settings of your device to only let certain parties contact you during your sessions.
Maintaining Momentum and Avoiding Burnout
Breaks and Recovery
While deep work is crucial, it’s equally important to rest. Take a short walk, stretch, or do a quick mindfulness exercise between each session.
Deep work requires mental energy, and your body needs rest and movement to support that. Prioritize your sleep making sure to hit your daily goals to keep your mind sharp. In addition, I cannot stress the importance of regular exercise. Although you may think that sitting on your desk for hours on end may not require much stamina, the goal of exercise encompasses a broad spectrum. Not only does it train your willpower and focus but it also builds an appreciation for your body, allowing you to push past your limits.
Conclusion: Start Small, Build Momentum
Entering deep work mode is a skill, and like any skill, it requires practice. I suggest you start by scheduling just one deep work session this week. It is best to pick a time when you are relatively free from responsibility. Build from there, gradually increasing the amount of time you spend in this focused state.
The results will speak for themselves: higher quality work, faster completion times, and the satisfaction of knowing you’ve tackled your most important tasks head-on. Impossible productivity isn’t out of reach—it’s just waiting for you to eliminate distractions and dive deep.
Get to it! There is nothing more instructional than firsthand experience.