Frequently Asked Questions About Focus and To-Do Lists
As a focus coach, I hear many of the same questions from clients who are struggling to manage their attention. Here are answers to some of the most common ones, incorporating the principles we’ve discussed.
Q1: Is it good to listen to music or white noise while working?
A: This is highly individual, but there are some general guidelines. For many people, music can be a powerful tool for focus, but the type of music matters. Music with lyrics can often engage the language-processing parts of your brain, which can interfere with tasks that also require language, like writing or reading. For this reason, many people find instrumental music—such as classical, electronic, or film scores—to be more effective.
White noise, brown noise, or nature sounds (like rain) work by masking distracting ambient sounds and creating a consistent, predictable auditory environment. This can be incredibly helpful in a noisy office or home. The key is to find something that helps you focus without becoming a distraction itself. Experiment and see what works for you. The goal is to create a sound cocoon that signals to your brain that it’s time for a deep work session.
Q2: I know multitasking is bad, but I feel like I have to do it. Is it really a myth?
A: The idea that humans can effectively multitask on complex tasks is largely a myth. What we call multitasking is actually rapid “task-switching” or “context switching.” As we discussed earlier, every time you switch, you pay a cognitive penalty. Your brain has to disengage from one task and load the context for the new one. This process is inefficient, leads to more errors, and increases stress and mental fatigue. For more on the science behind attention and performance, resources from institutions like the National Institutes of Health can be very informative.
Instead of trying to do two things at once, practice “batching.” Group similar, shallow tasks together. For example, have a designated “email block” where you answer all your emails at once, rather than checking them sporadically. Have a “calls block” for making all your phone calls. This is a much more effective way to handle multiple demands than trying to juggle them simultaneously. This is a core tenant of to do list best practices: group like with like.
Q3: What should I do when my motivation completely disappears, even for my Most Important Task?
A: Motivation is a fickle emotion; discipline is a reliable system. On days when you feel zero motivation, do not rely on it. Rely on your rituals. Specifically, lean on the Deep-Work Entry Ritual and the principle of reducing friction. The goal is not to “get motivated”; the goal is to start.
Make the first step so laughably small that you can’t say no. Your goal isn’t “Write the report.” Your goal is “Open the document.” Your goal isn’t “Analyze the data.” It’s “Open the spreadsheet.” Then, set a timer for just 10 or 15 minutes. Anyone can do something for 10 minutes. More often than not, action creates its own motivation. Once you get started, the momentum will build, and you may find yourself entering a state of flow. If after 15 minutes you still feel completely drained, it might be a sign that you need a strategic break, not more willpower. Listen to your body’s energy signals.
Q4: My to-do list for my evenings and weekends is just as stressful as my work list. How can I manage that?
A: This is an excellent question because the principles of focus and energy management apply to all areas of life. The same cognitive load and decision fatigue can happen with personal tasks. The solution is to apply the same system, but with a different goal. The goal of your personal time isn’t productivity; it’s restoration, connection, and enjoyment.
Instead of a long, nagging to-do list of chores, try creating a “to-be” list or a “could-do” list. On Friday afternoon, as part of your work Shutdown Ritual, you can also perform a “Personal Startup Ritual” for the weekend. Ask yourself: “How do I want to feel this weekend? Rested? Connected? Creative?” Then, identify just one or two key activities that will help you feel that way. Maybe it’s a long walk without your phone, dedicated playtime with your kids, or an hour to read a novel. Schedule these restorative activities just as you would a work task. For chores, batch them into a single “life admin” block on Saturday morning so they don’t loom over your entire weekend.
