And the problems that lack of concentration causes, why you can’t complete tasks – and how to complete more.
Lack of concentration, focus. Unable to complete tasks. Constant interruptions. Reaching the end of the work day and realizing that you didn’t do everything (or even half) of what you wanted.
Saying that these issues affect all workers is risky. But it is certain that they affect millions and millions of workers. Every day.
Work experts (organizational psychology, occupational medicine, cognitive ergonomics and management) tend to frame the lack of concentration and difficulty completing tasks as a “system + person” problem. In other words, it is rarely just “lack of willpower”.
So, let’s go by topics. Understand origins, or consequences, or how to combat the problem.
Lack of concentration:
Constant switching of tasks “steals” attention – the micro-interruptions. The brain cannot “change channels” instantly. Part of the attention is stuck on the previous task. It is a “waste” of attention, describes one from 2009; worsens performance, increases errors. And it creates disorientation, stress and a permanent feeling of urgency.
O “multitasking” It’s expensive – alternating focus, losses in productivity and quality. Mental load, chronic stress and burnout – affect effectiveness. Especially the last one, burnout, warns , it encompasses exhaustion and reduced professional effectiveness – something that many people describe precisely as… “I can’t finish anything”, highlights .
Factors individual – “guilt”, insufficient sleep, fatigue, shifts, anxiety and depression (rumination). Or even Attention Deficit Hyperactivity Disorder in adults, or difficulties with executive functions (planning, starting and finishing, managing time), especially when it is something persistent and transversal to different contexts.
Why I can’t complete tasks:
- Unclear priorities – because “everything is urgent”
- Large and vague tasks, with no “definition of completed”
- Too much work at the same time
- Dependencies and approvals that block closing
- Fragmented meetings throughout the day
- Communication channels that encourage immediate response
- Always being interrupted
How to complete more tasks:
- Divide the work into “next action” of 15–30 min (if it is longer, it is still too long)
- Timeboxing (e.g.: 25–50 min focus + short break) and a closing ritual (“what’s left for tomorrow”)
- Checklist of completion (2–5 items) to “close cycles” and avoid the “almost” eternal in each task
- 5-Minute Daily Review: Choose 1 Task “must ship” (what needs to be done)
Reduce interruptions:
Turn off the notifications of things that can be seen later (or never).
Separate e-mail/chat in specific windows – the idea is to forget the “I respond as soon as it arrives” routine and implement the “I respond at times defined by me” routine.
Personal matters: only respond immediately if the person is expecting an immediate response – and create a single “urgency channel” (and close the rest).
Put chat in “Do not disturb” during focus blocks (e.g. 90 min)
In work messages, establish a rule: tell others that from now on there is a list of things the first message should have – context, clear request, deadline, preference/options, relevant attachments/links. This way, everything comes in the same message/email. It avoids exchanging 5 or 10 messages back and forth, with questions, when everything could have been clarified in the original message.
“I can see this at 2:30 p.m. If it’s urgent, call me.”
Nuno Teixeira da Silva, ZAP //
