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Analyzing Focus Time Should Be The Top Priority For Companies - How Can You Audit It?

Jan Rezab

CEO

September 14, 2020

4

min read

This newsletter talk about something important for everyone. We often talk about collaboration and the overload - but we decided to measure also the time that companies have for focus - and what are the sources of distractions by teams. We think this is absolutely crucial - and we are launching an invite-only feature around focus time called Focus Flow.

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It's Time to Focus

Guest piece by our Senior Data Scientist at Time is Ltd. - Martin Vrany, PhD. (in Philosophy - Cognitive Science & Neuroscience, Charles University, UC Berkeley)

Modern workplaces often swamp employees with extensive communication - whether in person, by email, or instant messaging (IM). Communication is, of course, vital, as work becomes more collaborative. It is equally important, however, for every employee to have time for focused work without interruption. From this perspective, meetings, messaging and emails are distractions.

We set out to measure focus time using combined data about people's activities on various communication platforms. The logic is quite simple: every activity reduces a person's focus, and it takes time for concentration to return to optimum (23 minutes, according to this research). The person remains focused until newly distracted. Using this, we can estimate the evolution of a person's focus over the course of the day as illustrated on the picture below (based on real data).

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Persons' overall focus flow evolution

This person’s overall focus time is relatively low, because he sent messages consistently throughout the day. A simple way to increase one's focus is to just communicate less - then there are fewer distractions. But that's too general a solution: communicating with others is vital. The key to increasing focus while maintaining the same level of communication is to dedicate a few time slots during the day for communication, and then going back to work. Focus level will drop to zero within the allotted time-frame, but when your focus recovers you will spend more time "in the zone".

At Time Is Ltd. we can not only measure how good people are at maintaining their focus, but also provide insight as to how to balance communication with productivity. This includes when to turn on Slack or check your Outlook, so you are still adequately responsive to colleagues. As a data scientist, I consider it a very interesting optimization problem, because it's not a simple tradeoff between focus and responsiveness (or communication). It requires striking a delicate balance between the two.

New Focus Flow Analytics by Time is Ltd. - how much time does your team spend in flow?

We have based our methodology on productivity research that focuses on removing distractions and increasing & improving the time employees have in ‘flow’. This time is crucial to working efficiently, yet its quality is consistently diminished by emails and meetings. Our analytics gives you a unique look at how much time your employees spend in flow, the time they really focus on work, not communication - and how to increase that time.

Our clients know that there is a deeper meaning behind improving their time management, at the core of reducing meetings/unnecessary communication is an attempt to introduce more time for work of quality. Trailblazers that are willing to experiment with their organizational approach want to increase the time their employees are working in flow. It’s not just about quantity, but quality.

Request an invite to our invite-only focus time analytics here.

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Time is Ltd. platform with new metrics on focus flow.

What else is new with Time is Ltd.?


wRITTEN BY

Jan Rezab

Founder & CEO of @timeisltd