6 Powerful Tips to Conquer Distractions as You Lead Your Nonprofit Team

​Ugh. Interruptions!

They would linger at my door, peek 👀 in, and ask if they could ask a quick question...45 minutes later, I'd be trying to figure out where I was on the report, which took another 15 minutes to get settled back in, only to be interrupted again.

You've been there, too, even if it is virtually. The rings, dings and pings never stop and constantly distract you. As a leader, your team relies on your guidance and support. However, frequent interruptions from team members seeking advice or addressing concerns can disrupt your workflow.​

​Creating an environment that allows you to focus and be uninterrupted is essential for maximizing your productivity as a leader in a nonprofit organization. Here are some effective strategies to help you minimize and eliminate distractions.

1 - Address Urgent Client Needs
Let's address this first. In small nonprofit organizations, clients in crises often require immediate attention. While it's crucial to prioritize their needs, it's equally important to establish your boundaries to prevent them from becoming constant interruptions.​
​
​Where possible, designate specific times during the day to address urgent client matters and communicate these time blocks with your team and clients. 

• Yes, even in your nonprofit, you could incorporate 10-minute standup meetings to highlight and plan for any potential crisis.

​
​Empower your team to handle initial client inquiries. This allows you to focus on more complex or high-priority cases. 

• Sometimes, a simple "You've got this. I know you can handle this. If you need an ear, your team members can offer valuable suggestions."

​
​2 - Set your boundaries
Get clear that you're unavailable and for how long ⏳

1. I'm going to set aside 9 – 10 a.m. each morning for focus time.
2. Identify in your Calendar "Administrative Work" so it helps you and others understand that you are doing work, just a different kind of work.
3. Request your team's support in respecting your boundaries and ask them to redirect any non-emergency matters to a designated person or time.

3 - Communicate your boundaries to your team

• Tell your people via email or explain your intentions at a team meeting. Be clear that you are designating focus time and do not want to be interrupted during them. 

👽 BONUS: Check out the CHATGPT-generated email at the end that you can use as a draft to communicate to your team)

• Ask for assistance from key team members like your team lead or administrative support. Not only can they ward off anyone headed in your direction, but they can also be available for emergencies. ​

​

• Return the favour for them when they need productive times. Don't interrupt them, either!

​4 - Reinforce your boundaries
Set up your workspace in a way that discourages interruptions. Use visual cues to communicate your availability and to signal your focused state.

• Shut the door
• Close your blinds 
• Put headphones on
• Put a "Do Not Disturb" note on the door

​5 - Deal with interruptions
​Not all interruptions are avoidable, so handling them effectively is important. Before allowing someone to interrupt your focused time, assess the urgency and importance of their request. This post might help you:

• How To Know If It's Worth Letting Someone Interrupt You - 3 steps

When interruptions come, don't let them in:

• "I will have time at 10:00 a.m. Right now, I am focusing on these reports that need to be completed. If it's important before then, Crystal can help you out."

​​6 - Be strict ---> with yourself. You are your own worst enemy.
​Recognize that your internal distractions can often be more challenging than external ones. Your ability to stay focused requires willpower and self-discipline. Be mindful of your tendencies to get sidetracked and implement strategies to combat them.

​Recognize that your internal distractions can often be more challenging than external ones. Your ability to stay focused requires willpower and self-discipline. Be mindful of your tendencies to get sidetracked and implement strategies to combat them.

Your lack of focus comes more often from inside than outside. Focus requires an incredible amount of willpower. Read these blogs to discover more about staying focused.
​Moving Beyond Procrastination: 3 Powerful Strategies to Empower You to Take Action
​3 Productivity Hacks for Leaders that are Guaranteed to Boost Your Mood

Get rid of the distractions in your line vision

• Close all other programs and windows on your computer.
• Tidy your desk closing files, books, etc.

Deal with your phone
Your phone can be a significant source of distractions. Take control by:

• Turning it off
• Put it on Do not disturb
• Leave your phone on the other side of the room or in a different room

​By distancing yourself from your phone, you create a physical separation that reduces the temptation to engage with it and allows you to focus more fully on your work.

​Remember, creating an environment that minimizes distractions requires conscious effort and consistent practice. By implementing these strategies, you can establish a productive work environment that empowers you as a leader in a nonprofit organization.

​Check out this letter to help you communicate your boundaries👇🏻

BONUS: CHATGPT Generated Email to send to your staff
Do you need help communicating your boundaries to your staff?
Use the following CHATGPT Generated Email to send to your staff as a draft to help you send a clear message. 

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ​​

Subject: Establishing Focused Time for Enhanced Productivity and Reduced Interruptions

​Dear [Team],

As we continue our mission to positively impact the lives of those we serve, I wanted to share an important update that will help us enhance our productivity and efficiency while addressing interruptions effectively.

Recognizing the value of uninterrupted work time, I am implementing a new practice of setting aside dedicated, focused time for each of us to tackle our tasks and responsibilities without unnecessary interruptions. This will enable us to dive deep into our work, foster creativity, and accomplish more meaningful results.

During these focused times, I kindly request your cooperation in refraining from interrupting one another unless it is an urgent matter that requires immediate attention. By respecting these boundaries, we will be able to maximize our productivity while ensuring that critical client needs are met in a timely manner.

To support this initiative, here are a few guidelines we will follow:

1. Clearly Communicating Availability: Each team member will communicate their preferred focused time slots, which will be shared with the entire team. This way, we can plan our schedules and interactions accordingly, reducing unexpected interruptions.

2. Utilizing Email and Collaboration Tools: Non-urgent queries or updates can be effectively communicated via email or collaboration tools like Slack or project management platforms. This way, we can address them at a time that is most suitable for our focused work.

3. Prioritizing Urgent Matters: For urgent client or organizational matters that cannot wait, we will maintain open lines of communication. However, I encourage everyone to assess the urgency and importance of requests before interrupting a team member during their focused time.

4. Empowering Autonomy: Let's foster a culture of autonomy, encouraging each team member to solve challenges independently whenever possible. This will not only build our problem-solving skills but also reduce unnecessary interruptions for guidance.

5. Respect and Support: As we embark on this new practice, let's demonstrate respect and support for one another. Celebrate achievements and milestones while understanding that focused time is crucial for personal growth and delivering exceptional results.

By embracing these guidelines, we will create an environment that supports our collective success and allows us to meet the needs of our clients efficiently. I trust each one of you to contribute to this initiative and maintain a positive and productive work environment.

If you have any questions, suggestions, or concerns regarding this new approach, please feel free to reach out to me directly. Your feedback is always valued and appreciated.

Thank you for your commitment to our organization and your dedication to making a difference in the lives of those we serve. Together, we will achieve remarkable outcomes and continue to be a force for positive change.

Warm regards,

[Your Name]
[Your Position]