Finding focus: A coach’s path to clarity

As a wellness coach who is navigating running a business, supporting clients, hosting a weekly podcast and looking after two elderly parents, one who’s currently unwell in hospital and one who’s at home worried sick, I’m experiencing my fair share of distractions. 

I’ve learned that managing distractions isn’t about eliminating them – it’s about creating systems that help you stay focused despite them. There are tried and tested ways to maintain productivity and mental wellness in our increasingly distracting world.

The power of morning planning

I start each day with a dedicated hour of planning – no exceptions. During this time, I identify three non-negotiable tasks that must be completed. This morning ritual isn’t just about organising tasks; it’s about creating mental clarity for the day ahead. 

By setting these priorities before the day’s distractions begin, I’ve found that my clients and I are better equipped to stay on track when inevitable interruptions occur.

Chunking time differently

Traditional time management often fails because it’s too rigid. One practical strategy that was recommended to me by my Secrets From a Coach podcast co-host, Laura Thomson-Staveley, and one I pass on to others is the ‘21 packets of time’ approach. This concept, rooted in ancient wisdom, suggests that our days naturally divide into 21 segments over a week (morning, afternoon and evening for seven days). 

Rather than viewing your day as a continuous eight-hour block, break it into smaller, focused segments. This flexibility allows you to adapt to unexpected situations while maintaining productivity. By consciously allocating these ‘packets’ of time, we can ensure a balance between work, rest and personal activities.

For example, when I needed to make regular hospital visits to see my dad, I restructured my day. Instead of trying to squeeze work between visits, I designated specific chunks for family time and created separate focused work periods. This approach meant my workday sometimes extended longer, but it became more meaningful and less stressful.

I also find it helpful to remind my clients that our bodies and minds respond well to structure. While we might resist the idea of timetables as adults, the truth is that having designated times for work, breaks and meals can help us feel more balanced and energised. If one segment of your day doesn’t go as planned, don’t let it spill over and affect the rest of your day. Each new time block is an opportunity for a fresh start.

Remember, it’s not about pushing yourself to the limit, but about finding a sustainable rhythm that allows you to thrive in both your professional and personal life.

Creating peaceful moments

One of the most effective strategies I’ve discovered is deliberately building peaceful moments into your day. These aren’t just breaks – they’re strategic pauses that prevent burnout and enhance focus. For me, this includes:

• A quiet meditation session after intense meetings or challenging situations.
• Mindful tea breaks where I can process thoughts and decompress.
• Strategic mealtimes that aren’t dictated by the clock but by energy levels.
• A firm cutoff time for work (in my case, 9pm) to ensure proper rest.

The honesty advantage

Perhaps the most powerful tool in managing distractions is radical honesty – both with yourself and others. While I find myself juggling multiple responsibilities, I’ve learnt to be upfront with my team about my capacity. This vulnerability often leads to unexpected support and more realistic timelines. I’ve been bowled over by how supportive and kind both my colleagues and clients have been during this stressful time. 

I encourage my clients to renegotiate deadlines when needed. Most situations are more flexible than they appear, and being honest about your challenges usually reveals alternative solutions. This transparency builds trust and creates a more supportive work environment.

At the end of the day, I don’t have to do all of it. As long as I brief my team mates well, they’re more than capable of picking up work I don’t have capacity for at the moment. That ability to be agile and renegotiate the boundaries of delivery times has made a huge difference. Don’t try to be all things to all people during stressful periods – be realistic about what you can handle. Most people will understand.

Practical implementation strategies

Here’s what I recommend to my clients or HR teams for managing particularly stressful or overwhelming distractions:

First, establish clear role boundaries. When new projects emerge, focus solely on your specific responsibilities rather than getting caught up in every aspect. This clarity helps prevent the scattered energy that often comes with trying to do everything.

Second, implement regular team communication rhythms. Whether it’s daily huddles or weekly stand-ups, these touchpoints help address potential distractions before they become major issues. During organisational changes like redundancies, increasing communication frequency can help maintain focus despite uncertainty.

Finally, develop contingency planning habits. I now look two weeks ahead to anticipate potential disruptions and create backup plans. This forward-thinking approach has dramatically reduced the impact of unexpected distractions on my productivity.

True distraction management isn’t about permanent solutions – it’s about creating sustainable systems that flex with life’s demands. By remaining agile in your approach to time management, honest about your capabilities and mindful of your energy levels, you can maintain productivity even during challenging periods.

Remember, the goal isn’t to eliminate distractions but to build resilience against them. Through thoughtful pragmatic planning, strategic breaks and open communication, you can create a work style that acknowledges reality while maintaining focus on what matters most.

The most successful professionals I coach aren’t those who never get distracted – they’re the ones who have developed robust and realistic systems to manage distractions effectively. By implementing these strategies, you’ll find yourself better equipped to handle whatever challenges come your way while maintaining both productivity and peace of mind. At the end of the day, remember to be kind to both yourself and others. It’s not always obvious what distractions people are juggling. 

Writeen by: By Debbie Green 

Debbie Green is founder and wellness coach at Wishfish Coaching & Development and co-host of Secrets from A Coach podcast. For more information visit: wishfish.org.uk and secretsfromacoach.com