Getting work done at my desk is a two-part struggle. So, this will be a two part article!

Part one, is the struggle to get started. Getting myself to face the reality of getting to my chair and committing to sit down and do something. Part two is staying with it long enough to make progress and get things done, and done well at that. The presence and allure of distractions and the monotony of sitting for extended periods, at tasks I’m not stoked to do, all threaten to derail my productivity. Along the way, I worry about the physical and health toll that desk work accumulates over time. These are struggles shared by many in today’s fast-paced work environment.

To combat these daily battles and get to a place where I’m crushing it, I’ve explored a variety of strategies and tools. Below I’ll share with you a stack of tools and techniques that have proven invaluable in reclaiming my focus and boosting productivity.

Part 1: getting started

A small commitment and 60 seconds to clarify intent

My approaches to part one – getting started to begin with – can be an article of its own, as much of this happens in the strategies and mechanisms for managing my mood and motivation and intent that spills over into many other areas of life beyond my desk and computer work. 

One way I get started is to make a small commitment to be at my desk.  These days I start with a 12 minute commitment.  It’s small enough that I know I can get myself to do it. And it’s long enough that I have time to cultivate some engagement and interest in a task.  

The deal I make is that I’ll stay at my desk for a minimum of 12 minutes. 

Like any legitimate deal, I make it in writing.  And this part is one of the simple but over-looked keys to not just the start, but the way I stay engaged and productive. 

To get my subconscious and intentions synched up – I grab a mini-dry erase board on my desk, and write a the two or three line intention statement.

This is literally 2-3 sentences about what I intend to focus on next. It includes: What I’m going to do, Why I need/want to do it. What it will look like when I’m done. 

An example would be: 

• I’m going to review three articles, and summarize notes for next steps.  
• This is important so I have the material I need to compose my speech DUE FRIDAY.
• When I’m done with this session I’ll have a summary of ideas and citable sources I can leverage for my narrative. 

This takes about 60 second. And I do it Physically – I write it by hand, and that little mini whiteboard stays in my field of view on the desk until I’m done with this milestone. 

I set a timer for the the 12 minutes and go. If at the end I feel like my time would be better spent on anything else, I can pull the plug. If, on the other hand, I am making progress on something, I have to double down for another 20 minutes. 

Using timers like this is a widely held strategy, sometimes called the Pomodoro Technique. You may have tried using it yourself. I’ve had some ups and downs with it, but have come to believe that combined with other strategies it is a useful part of my success toolbox. 

Using a Pomodoro timer, I work in concentrated intervals of say, 25 minutes, followed by short breaks. This structured approach not only enhances my productivity but also prevents burnout by allowing me to recharge regularly. You can get Pomodoro timers for your phone or just use the timer app it comes with, but I DO NOT Recommend doing so. In fact, I don’t recommend your phone even be in the room with you, or at least, not within arms reach. An effective desktop timer can be as simple as a $3 egg timer, or a timer made for Pomodoro like the one I use which can run between $20-$30.  This page shows a comparison of Pomodoro Timers.

Part 2: How I win the battle of distractions and follow-through

Desk and Chair Enhancements

One of the most impactful changes I made was upgrading my workstation with changes that are meant to help with focus and prevent feeling lethargic. I swapped my traditional chair for a wobble stool and invested in a height-adjustable desk. These simple adjustments add up to a big difference. The adjustable height of the desk and stool allow me to seamlessly transition between sitting and standing, or leaning, throughout the day. The “wobble” feature is a specific enhancement. It’s meant to keep the body engaged and the mind from wondering. The variation in posture keeps my body active and alert, reducing the sluggishness that often accompanies prolonged sitting. These are very powerful techniques and can be done at very little expensive. I started with a wobble cushion on my chair that I got for about $9, and a sturdy box to prop up my laptop for $0. The trick is to keep your body engaged at some level, but not to the point of fatigue. After I saw it was working for me I upgraded to a nice height adjustable wobble chair. These were originally designed to help children cope with ADHD. So they are a great tool for focus overall. Likewise, I now use a varidesk to switch my desk from sitting to standing. I love this setup. Not only is it good for my focus, but also for my energy level, mood, and posture! To see a selection of Wobble Chairs click here.

Now, full disclosure, both of these take some getting used to. It’s not the same experience as slouching in your comfy high-back chair.  But that’s part of the point.  Stick with it and you can get used to being a bit out of your comfort zone with a different feel. Pampering your comfort after you’re done with tasks is a way to get the best of both worlds.

Lighting tweaks to free the mind.

In addition to furniture, I’ve optimized my lighting setup. By using focused task lighting directed at my work area, I create a designated zone of illumination that minimizes the visible salience of everything outside of that focused area.  This has the effect of freeing my mind from trying to process all of that visible environment, and allowing it to engage more in what I’m doing. There can be a mood effect of low light conditions, so I make sure to alternate from time to time, usually during breaks. Alternating between focused lighting and periods of bright natural light, or room lighting helps me maintain a conducive atmosphere for concentration and mood. One of the tools I’ve employed for this purpose is a specific book light made for reading. It may sound silly, but this thing has become one of my favorite things. It hangs around my neck, and lets me project a perfect amount of light on my workspace. It took me years to buy one because I was skeptical about how it would feel to have a light hang around my neck – but it’s awesome. And after many iterations of desk lamps, I’ll never go back! In fact I put it on as I’m getting out of bed in the morning now, as it also helps me move into my morning routine without the rest of the world creeping in. 

Sound, noise and music

Another game-changing addition to my workspace has been the incorporation of background instrumental music and ambient soundscapes. The operative word here is ‘background’. I’m not looking to be entertained here, not during the periods of focus. I’m looking for the auditory equivalent of the task lighting, something that lets my subconscious let go of the search for cues in my environment. This auditory blanket acts as a shield against external noise, creating a calming backdrop that promotes focus and mental clarity. Experimenting with different genres and volume levels has allowed me to tailor this strategy to my personal preferences. The key is a balance between music/sounds that pull on your attention, and ones that do not. I use BOTH. During a pomodoro, it’s only background sounds and instrumentals. But at each break, I press play on something up beat and fun or energizing. Music is a great mood enhancer and it’s a great addition to break time. The length of a song is a great timespan for a break anyway. I have two separate play lists I use for this, and generally use a set of noise cancelling headphones, even when I’m alone. They add to a sense of blocking out the world that helps me stay in my zone.

Taming the digital world

Let’s face it, being at your desk likely means being at a computer, probably with a phone within view (which I do not recommend). And the world has worked very hard over the last 20 years to turn those things into tools to capture your attention for other people’s purposes. Why leave that fight up to will power and chance? I prefer to stack the deck in my favor.

In the realm of digital distractions, I’ve employed distraction-limiting software on my computer and on my phone. On the computer I use two in particular. One is an application that automatically dims windows that are not the active focus, reducing visual clutter and keeping my attention centered on the task at hand without me having to actively manage that aspect. It’s especially helpful if I need to divert to something briefly, like for off an urgent email. The automatic dimming is kind of like a guardian that keeps me on track and recover quickly back to the task at hand without chasing distractions. The other application I use is designed to block access to applications and websites that I choose, for the specific time periods I want. I can’t say enough about the power if this one to limit that nagging subconscious pull to engage in procrastination activities. It’s a serious tool to combat the army of engineers out there working to use your own computer to grab your attention! These tools serve as a powerful ally when I need an extra boost of self-control.

Walk it off

An innovation that is revolutionizing desk work is the under-desk treadmill. This one at first seemed rather radical and took me a while to really get the hang of. At first I struggled to use it effectively, but Integrating this device into my workspace allows me to incorporate much more movement into my routine seamlessly. I walk at a slow pace while performing tasks that don’t require intense concentration, such as reading emails or attending virtual meetings where I don’t have a speaking role (don’t walk while on camera, it’s not good meeting etiquette). In the beginning I over did it, and got tired. But I learned to do this lightly and alternate with my sitting and standing in intervals that line up with my pomodoro’s. This light physical activity boosts circulation and energy levels, keeping my mind sharp and focused throughout the day. 

It’s not magic, it’s a stack

Making changes to how we work can feel like trying to change stubborn habits. I’ve found nothing that on its own suddenly transformed the experience of getting things done at my desk. But stacking these strategies and giving them time to take hold on my routine has transformed my workspace into a dynamic and inspiring environment. Rather than succumbing to distractions, I now have a toolkit of techniques that empower me to get  engaged and stay productive.

Want to upgrade your desk work?