How Managers Can Foster Focus in a World of Constant Interruptions
- Mamie Kanfer Stewart
- May 6
- 5 min read
Distraction often feels inevitable. Between nonstop emails, chat messages, and the dozen (or more!) browser tabs we all keep open, staying focused can feel like a losing battle. But productivity expert Marcey Rader says it doesn’t have to be this way. In a recent conversation, she shared practical, doable strategies that can help managers and their teams cut through the noise and reclaim their time for meaningful work.
Focus is Foundational for Managers
Focus is more than a personal productivity skill; it’s a leadership imperative. When managers are constantly reactive, jumping between tasks and answering messages the moment they arrive, they model a culture where deep work feels out of reach.
Marcey points out that many managers operate as if they’re Alexa or Siri, always available to respond on demand. But constant availability comes at a cost: decision fatigue, reduced quality of thinking, and the sense of ending the day wondering what was actually accomplished.
Managers who prioritize focus not only improve their own performance, they give their team permission to do the same.
You Don’t Need Notifications
One of the simplest but most effective changes is to turn off notifications. Email alerts, chat badges, and pop-ups are rarely urgent, yet they consistently pull us out of deep work. These distractions aren’t designed to help us, they’re designed to keep us using the tool.
If the idea of turning off notifications feels scary, Marcey makes it clear: “No one forgets to check their email.” Notifications feed a habit of checking, not a need. The compulsion to constantly glance at Slack or open another tab is learned behavior, and it can be unlearned.
Another helpful approach is to limit who can reach you in real time. For example, setting your phone to only allow calls and texts from key people during the workday can eliminate dozens of interruptions without missing anything truly important.
Set Boundaries to Protect Deep Work
Implementing a structure can be the game changer that allows you to balance availability with protected focus time.
Try starting and ending each workday with 30 minutes of uninterrupted time. During this block, turn off chat tools and email so you can plan, prioritize, and wrap up without being pulled into reactive mode. Then, let your team know during which hours you’ll typically be available so they’ll have a better sense of when you’ll be responding to their requests.
Another powerful tactic is to implement “office hours.” One manager Marcey worked with, who leads a team of architects, blocked off a daily hour when team members could bring questions and requests. Unless something was urgent, staff were asked to wait until that window, and they adapted quickly. It reduced ad hoc interruptions and encouraged more intentional communication.
The benefits of a virtual office hour is that folks can continue working while they’re waiting their turn. As soon as their questions are answered, they hop off and get back to work. This allows everyone’s time to be optimized.
Use Your Status Message Intentionally
Remote work tools like Teams and Slack offer a simple yet underused feature: the status message. Instead of just appearing “busy” or “away,” try something more informative like “In deep work until 3:30” or “Focusing now, will reply after 2:00.”
This helps reduce anxiety among team members and discourages multiple follow-up messages. When people know when to expect a response, they can plan their own work accordingly. It also signals that it’s okay not to be “always on.”
These messages work best when used inside your collaboration tools, not as out-of-office replies in email. Keep the context where your team is most likely to see it and avoid unnecessary email clutter.
Establish Email Norms for Your Team
For many teams, email overload is one of the biggest drains on time and focus. Marcey recommends a few practical changes that can help:
Clarify the use of “To” and “Cc.” Only include someone in the “To” field if you expect them to take action. Use “Cc” for FYI only, and as a manager, consider creating an email rule that automatically files copied emails into a separate folder to batch-review later.
Cut down on unnecessary replies. Those “Thanks!” and “Congrats!” emails, especially when sent as “Reply All,” clog inboxes. Instead, consider adding phrases like “No reply necessary” or “Please respond only to me” at the end of your email body to set expectations.
Limit acknowledgements to when they’re truly helpful. A simple “got it” might seem polite, but it adds up across a team. If a confirmation matters (e.g., “I’ll get this to you by Thursday”), go for it. Otherwise, trust that your message was received.
Project Management Tools Will Reduce Email
A lot of unnecessary communication stems from not having the right systems in place. Marcey reminds us that email, Slack, and Teams are not project management tools.
When updates, status checks, task assignments and document sharing all happen in email, or across multiple platforms, it creates friction, confusion, and duplication. A good project management platform (like Asana, ClickUp, or Trello) can streamline collaboration and reduce the number of messages flying around.
The key is not just adopting the tool, but using it consistently and training your team to communicate there instead of defaulting to email.
Encourage Independence Through Structure
When managers are always available, team members may stop thinking critically or finding answers on their own. But when communication is more structured, such as limiting real-time access or delaying responses, team members learn to be more independent and resourceful.
As a manager, you don’t need to respond instantly to be supportive. Often, holding space and trusting your team builds more capability than giving answers.
As a leader, your habits shape team culture. If you respond to every ping instantly, your team will feel pressure to do the same. But if you protect your time, model deep work, and normalize thoughtful communication, your team will begin to follow your lead.
Focus is not just a personal discipline—it’s a cultural shift. And managers have the power to drive it.
Listen to the entire episode HERE to learn more about how to increase your focus and reduce distractions at work.
Keep up with Marcey Rader
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The Powered Path Program is a one-hour productivity boost designed to help you and your team reflect, prioritize, and plan more effectively (without adding extra work to your plate). For managers, this program will help you:
Streamline 1:1s to make them more efficient and action-driven
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The Modern Manager is a leadership podcast for rockstar managers who want to create a working environment where people thrive, and great work gets done.
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