Do you ever sit down to work, only to find yourself rewriting the same email, staring blankly at the screen, or scrolling social media instead of making progress? You’re not alone—it happens to the best of us. But with limited time and endless demands, we can’t afford to let distractions dictate our productivity.
The good news? By learning to eliminate distractions at work and at home, you can reclaim your focus, boost your productivity, and feel less stressed in both business and life. This guide breaks down practical time management strategies for professionals and solopreneurs to help you eliminate distractions stay focused and get more done.
One of the biggest killers of productivity is constant interruption. The more distractions creep in, the harder it is to maintain workflow clarity. Here are five of the most common productivity killers—and how to stop them.
Have you noticed how phones are used today? They’re always within reach, buzzing with notifications that demand our attention. Texts, social media updates, and breaking news alerts steal your focus before you even realize it. In fact, it’s one of the leading causes of lost focus in today’s digital world.
It’s gotten so bad that many schools now have “no phone” policies. And here’s what’s funny (or not so funny): we’re quick to agree that phones are a problem for kids, but we don’t recognize the same behaviors in ourselves. If we want to eliminate distractions and boost productivity, we need to start by looking in the mirror.
Here are five practical solutions you can start using today to reduce the pull of your mobile device:
If your phone is set to flash, ping, or buzz every time a new text or email arrives, I encourage you to turn it off.
Ask yourself: What’s the purpose of this notification? Do you really pick up your phone every single time it dings? Do you realize how many emails and texts you get hour by hour?
Quick Tip: Track your messages for a day. Count how many notifications you receive—and then identify how many of them truly required your immediate attention. You’ll probably be shocked at the difference.
Think about how cities manage communication with their emergency lines. My local police department has a separate number for non-emergency calls, and they ran an entire campaign teaching people when to use each. You should create a similar rule for how people contact you.
Texts should generally be reserved for non-emergencies.
Phone calls should be for urgent matters.
Back-to-back calls? Save those for true emergencies—not impatience.
The people who communicate with you regularly should know your rules. For example, I have friends who never check voicemail, so I don’t waste time leaving one. Instead, I’ll call, and if they don’t answer, I’ll send a text with the gist of my message. That’s their rule—and I respect it. You should make sure people respect yours.
Most mobile devices now come with a Do Not Disturb (DND) feature. This setting silences notifications during specific times. On my phone, I can even schedule it so it automatically turns on and off.
Most phones also have an “emergency breakthrough” option. This allows certain callers on your VIP list to bypass DND if they call back-to-back within a set period. It assumes the person has an urgent need.
Here’s the thing: a lot of people think their needs are urgent when they’re really not. That’s why you need to be very selective about who gets added to this bypass list. Make sure they know your rules (see Solution 2). If someone abuses the privilege, remove them. Boundaries matter.
If you’re in a position to do so, forward your calls during focused work periods. Calls can go to your assistant or straight to voicemail. This removes the fear of “missing something important” and lets you focus on the task at hand.
For those without an assistant, a voicemail greeting can do a lot of the heavy lifting. Many phones allow multiple greetings, so you can have one for regular use and another for Do Not Disturb.
Your message should set the tone for when callers can expect to hear from you:
Generic: “I’ll return your call at my earliest convenience.”
Clearer: “I typically return calls within 24 hours.”
Professional: “If you need immediate assistance, please contact [alternative contact].”
One caution: avoid the “Press 0 for operator” option. Vendors and sales reps will almost always use it for non-urgent calls. Stick with a message that’s firm, clear, and respectful.
Email is essential, but if you’re checking your inbox every few minutes, you’re living in reactive mode. This constant context-switching undermines your ability to do deep work and keeps you from your most valuable tasks.
I encourage you to step back and ask: How many “urgent” or immediate-action emails do I actually receive? For most of us, the answer is very few. Truly urgent matters are usually handled by a phone call or marked with an urgent flag. Which means the majority of the emails pulling at your attention don’t require it right away.
Here’s how to reclaim your focus and stop email from controlling your day.
The best change I ever did was set specific times of day to check my email. Here’s how it looks for me:
Morning (first thing): Emails often arrive overnight or in the morning, from people who start work earlier than I do, or from systems that send reminders after hours. Reviewing first thing lets me capture any true priorities.
Before lunch (optional): If my schedule allows, I’ll check in quickly to respond to messages that could unblock someone else’s progress.
After lunch (optional): If I’m expecting something specific, I’ll look. Otherwise, I skip this one if I checked before lunch because an hour isn’t long enough for anything major to pile up.
Late afternoon (about an hour before leaving): This is my most consistent window because I tend to work later than my colleagues. I can respond thoughtfully, clear the backlog, and prepare for the next day.
This rhythm allows me to stay responsive without being reactive. It’s one of the simplest time management strategies for professionals and solopreneurs who want to spend more time on high-value work.
Now, there are other email organizing tips and tricks you can apply that can help you be even more productive, so if you are interested in learning more about those make sure to signup on the front page of the website.
This one is tricky because our natural inclination is to act right away. But if you respond to every ping instantly, you’ll burn an hour before you know it.
Here’s the rule I use, adapted from David Allen’s Getting Things Done methodology:
If it takes less than 2 minutes, reply or act right away.
If it takes longer, save it for your scheduled email block.
Sometimes, you may have a personal service level agreement (SLA) for acknowledging emails. If that’s the case, send a quick note: “Got your message—I’ll respond by [time/day].” This acknowledges receipt without derailing your focus.
If it’s something urgent that impacts a client deadline or project milestone, I’ll decide whether to shift tasks or timeblock a slot later in the day to handle it. The key is being intentional instead of reactive.
This is the hardest habit for many people to break—and the one with the biggest payoff.
In Outlook (and other systems), notifications come in three “flavors”:
Full-screen pop-up: The big, in-your-face “You’ve got mail!” alert (I think I'm aging myself). It demands dismissal, breaking your concentration completely.
Fade-in/out box: Less dramatic, but just as disruptive. Even if you don’t click, your brain processes it and wonders if you should. If you catch it fading away, curiosity may drive you straight to your inbox.
System tray icon (recommended): The small envelope that appears in your bottom corner. It blends in over time, making it easier to ignore until you intentionally look.
If turning everything off gives you hives, start by disabling the big pop-ups and fade-ins. Graduate to using only the tray icon—or nothing at all. Pair this with scheduled checks (Solution 1) and the 2-minute rule (Solution 2), and you should notice an immediate boost in focus and productivity.
Email is a powerful tool, but if you let it run your day, you’ll never have time for high-impact work. By batching checks, setting clear rules, and silencing notifications, you create space for workflow clarity and productivity that lasts.
In the first section, I focused on your phone’s text message notifications. In the last section, I dug into email pop-ups. Now let’s talk about everything else—the flood of non-text notifications on your computer and phone.
You may not realize it, but every ping or pop-up—even if you ignore it—disrupts your concentration. Studies show it can take more than 20 minutes to refocus after an interruption. That means unchecked notifications could easily cost you hours of productivity each week.
Here’s how to take control:
Let me make this crystal clear: when I say “other notifications,” I’m talking about alerts from all the apps on your devices.
For some of you, just seeing that little red number badge on an app triggers anxiety—that you’re “missing something important.” But let’s be honest: if it’s truly important, you’ll find out another way. Knowing that one of your contacts just posted or that someone added a new thread in a group does nothing to help you boost productivity or stay focused.
This is where the fear of missing out (FOMO) kicks in. But here’s the truth: when you start turning those pop-ups off, you’ll likely feel a sense of freedom. Instead of being pulled into endless rabbit holes, you’ll choose when to engage.
And don’t forget website notifications. Businesses love them because it keeps you coming back, but their priorities aren’t yours. If your goal is workflow clarity and minimizing distractions, resist the urge to enable them.
Quick Tip: To check your Chrome settings, go to: Settings → Privacy and Security → Site Settings → Notifications. Edge and other browsers have similar options, so review those too.
This is about app notifications on your phone. Most of us have dozens of apps quietly pushing alerts in the background. If you go into your settings, you’ll probably be shocked at the sheer number of apps sending you notifications without you realizing it.
Here’s my advice:
Disable notifications for non-urgent apps—yes, that includes games.
Keep only the ones that are critical for you to see in real time.
Review your settings regularly. Some apps sneak notifications back in after updates.
This is a simple but powerful time management strategy for professionals and solopreneurs: stop letting your phone dictate your priorities. Instead, you decide what earns your attention.
Whether it’s a news alert, a game update, or a group thread, remember: not every notification deserves your immediate attention. By silencing the noise and prioritizing only the essentials, you create space for deep work and the kind of focus that truly moves the needle.
Phone calls can be necessary—and sometimes the fastest way to get clarity—but they can also be a huge time drain if you’re not intentional. The key is to structure your approach so that calls help you boost productivity instead of breaking your flow.
Here are four strategies to make your call time more efficient:
We’ve all been on calls that should have taken five minutes but somehow stretched into thirty. The problem? No one managed expectations upfront.
At the beginning of your call, state the purpose and how much time you expect it to take. For example: “Hi Jackie, this call should only take about five minutes. I just need to clarify the scope for the sample project.”
This sets the tone, keeps the other person focused, and helps you avoid unnecessary tangents. On your end, you’ll need to be disciplined too. Phrases like “While I have you on the phone…” or “Speaking of the sample project…” are red flags—they can quickly derail your focus.
When this happens, ask yourself:
Do I realistically have time left in this call?
Would I need to have this conversation anyway?
If the answer is “no,” table it and schedule a separate call. This is one of the simplest time management strategies for professionals who want to stay in control of their schedule.
Batching isn’t just for emails or tasks—it works for calls too. When you dedicate a block of time to return calls, you create rhythm and efficiency. Sometimes, you’ll even get lucky: someone you left a voicemail for earlier may return your call during that same block, allowing you to complete the loop without creating a future follow-up.
This approach keeps your energy focused and prevents calls from scattering across your entire day.
We all have those odd blocks of time, like when a meeting ends 10–15 minutes early. Instead of wasting that time, use it to knock out call-backs. Short calls fit perfectly into these “in-between” moments. Combine this strategy with Tip #1 (set a clear purpose and time frame), and you’ll be amazed how much you can accomplish with filler time.
Vague or mumbled voicemails waste everyone’s time. If the recipient has to guess what you meant, they may ignore the message altogether.
Instead, always:
State clearly what the call is about.
Specify the next step: “Please call me back” or “Reply via email.”
Repeat your name and number (or email) slowly at the end of the message.
And when possible, follow up with an email. For example: “Hi, I just left you a voicemail. I wanted to call because it’s easier to explain than typing everything out. When you literally have five minutes, please give me a call back. It shouldn't take more than that.” This ensures your message is received, reinforces your time estimate, and gives the other person a clear way to respond.
Phone calls don’t have to hijack your day. By setting expectations, batching calls, using filler time wisely, and leaving clear messages, you can turn calls into a tool for efficiency instead of a source of distraction.
Random conversations, “got a minute?” questions, and unplanned meetings derail focus before you even realize it. These interruptions are especially tough in open office environments—or for solopreneurs working from home with family nearby.
Here are three ways to manage workplace interruptions so you can protect your deep work sessions and keep your focus where it belongs.
Whether you’re at home or in an office, there are moments when you need uninterrupted time for critical tasks. We often assume others can “see” when we’re busy, but that’s not always the case—especially if you seem to be working all the time.
Be explicit about how you work and when interruptions are okay. If someone approaches you during a focus block, try this response:
“I’m in the middle of XYZ right now. Is your need urgent, or can I circle back when I finish?”
This gives them the chance to self-assess: maybe their question will only take five minutes, or maybe it can wait until later. Either way, you’ve communicated your needs clearly and put the decision into perspective.
Sometimes, visual cues say it best.
At home: In my family, we have a rule—if the office door is closed, assume I’m working and only interrupt if it’s necessary. My family will even listen at the door first to see if I’m on a call. If I have a deadline, I let everyone know upfront so they can support me.
At work: Calendar blocks can act as virtual “Do Not Disturb” signs. Mark focus time on your calendar so colleagues see you’re unavailable. This however is delicate because you can't nor should you block off your entire calendar. Maybe mark the time for work times when you can't be disturbed (Deep Work Periods) but only have two of those a day, while all others are open times that only you can see what you plan on working on. That way you are approachable but still get things done.
For parents working from home, this can be trickier. Children don’t always grasp the idea of deadlines. Try speaking in terms they understand—for example, use a red sign on the door to mean “do not disturb” or a picture system so they can communicate needs without interrupting. If that doesn’t work, schedule your deep work during nap times, school hours, or after bedtime. The key is to design cues that fit your environment.
When someone drops in to discuss something, encourage them to schedule a time with you instead. This way, you can give them the focus and attention they deserve without sacrificing your current momentum.
If the matter is truly urgent, you can adapt and respond immediately, but most of the time it can wait. At work, this looks like pointing to your calendar and offering an open slot. At home, it’s setting family guidelines. For example, I’ve told my daughter: “Don’t bring me school forms on Sunday night right before bed. Bring them on Friday or Saturday so we can plan ahead.”
By setting expectations up front—whether with colleagues, clients, or family—you protect your time, avoid unnecessary stress, and maintain workflow clarity.
Boundaries, cues, and scheduled collaboration are simple but powerful tools for eliminating distractions. They help you create an environment where focus at work is possible, whether your “workplace” is a corporate office or your home office.
Distractions are everywhere—in your pocket, on your desk, and even in the people around you. Left unchecked, they can rob you of hours every week. But with a few intentional strategies, you can turn the tide.
In summary, here are the five steps I recommend you take that will help you eliminate the distractions and improve your overall productivity:
Phone: Turn off non-urgent notifications and set communication rules.
Email: Batch checks, use the 2-minute rule, and silence pop-ups.
Pop-Ups: Disable non-essential app and website alerts.
Calls: Manage expectations, batch call-backs, and use filler time.
Interruptions: Set boundaries, use cues, and schedule collaboration.
You have more control than you think. By setting boundaries, creating systems, and protecting your focus, you’ll not only eliminate distractions—you’ll reclaim your time for the work, goals, and people who matter most.
The content shared on DLMorales.com strives to teach side-hustling and full-time solopreneurs how to manage a successful business and life using holistic systems. The text in this post is provided by DLMorales and edited by ChatGPT. The goal is to help you identify the right systems and processes so you aren't spending money or time on unnecessary things and instead can spend that time and money focusing on the things that are most important to you, your family.
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