Administrative Assistant's Update

5 Administrative Assistant's UPDATE Are you better than a goldfish? By Rhonda Scharf According to a Microsoft study, the average attention span has dropped from 12 seconds in 2000, down to a pathetic eight seconds today. A goldfish can concentrate for nine seconds. And—while I have no idea how they know the attention span of a goldfish—it's a pretty sad indictment on our society, isn't it? We have so many things going on it seems almost impossible to focus on one thing and get some work done. It's not impossible—but it does take some discipline. Forty-four per cent of respondents in a National Post survey said they struggle to focus on tasks. Thirty- seven per cent said that their inability to use their time productively forces them to work late or on weekends. Why can't we focus? We can blame it on anything we like, but the reality is that we have to teach ourselves to focus at work. Here are some tips to help you increase your focus: • Ask yourself periodically, "Is this the best of use my time right now?" If the answer is no, then move on to something that makes better use of your time. Note: if you are sitting in a meeting it is probably not a good time to ask yourself that question. Ask yourself that question when you realize you are not focused, when you are jumping from task to task but not getting anything done. Just because right now isn't the best use of my time doesn't mean I won't ever do the task. It just isn't now. • Apply a "Five-Minute Rule" when focus is difficult (due to busy work - spaces, interrupting co-workers etc.). Close your incoming email for just five minutes. Turn off the radio for just five minutes. Put your cell phone in a drawer, with the ringer off, for just five minutes. Close all the tabs you have open on your computer. Allow yourself to have total focus on something for just five minutes before you jump to something else. It doesn't sound like much time, so at the end of the five minutes you can ask yourself if you can do another five minutes. If you can do another five minutes and it isn't eating you up inside, give yourself a high-five as you are re-training yourself to focus! • Determine your prime focus times each day and plan around them. In the morning I'm a little less focused because I'm trying to get a handle on all the things I have to do that day, so that would be a bad time for me to choose to work on a task that re- quires intense focus. Once I have a handle on every- thing, I can intensely focus on a task. In the afternoon when I need a pick- me-up (in the form of a bit of choco- late or some caffeine), that is also not a prime focus time for me. We all work differently, but you likely know when focus is not going to happen for you, so don't plan it for that time. • Put those focus times in your sched- ule, and stick to them—this is where some discipline will be required. • Stop being a victim of your situation. Stop looking for reasons you can't focus and just do it! Lastly, think about this: Do you do other things in your life that require focus? Can you stay focused through a gym or yoga class? Can you stay focused while driving? Can you watch a television show without multi-tasking (not always, but is it possible)? The reality is that you can focus—you're just allowing yourself to come up with reasons why you can't at work. Prove to yourself that you are better than a goldfish. Practice focus so that your work stops interfering with your free time. Rhonda Scharf (HoF) is a certified speaking professional and president of ON THE RIGHT TRACK Training & Consulting. www.on-the-right-track.com Rhonda Scharf phase of life and my circle broadens, I start learning new things." What new things might you learn by embarking on a governance career? Check back in January for the next in this series, as we look at the skills and characteristics that will help you succeed in a governance support role. International speaker Shelagh Donnelly educates, inspires and challenges assistants on cybersecurity, governance, digital disruption and matters of longstanding relevance to the career. She has extensive C-suite experience and is past chair of the Board of Directors of Governance and President's Office Professionals (CICan:GPOP). Assistants from more than 100 countries turn to Shelagh's Exceptional EA website, https://exceptionalea.com, for professional development. Governance Continued from page 4

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