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Have you ever struggled to concentrate and stay focused on a task? The good news is that a brain break might not be as detrimental to your work as you think – it might even help you solve a problem. (1)

People dislike spending time with their thoughts. Have you ever noticed how many people have their heads down while waiting in line at the store or at a stop sign? They’re not asleep or in a state of spiritual meditation. They’re staring at the phone in their hands.

If the screen addiction we seem to have is not enough to persuade you that people don’t like to spend time in their heads, perhaps a recent study will. The study garnered significant media attention a couple of years ago.  “It found that nearly 50 percent of the people in the survey would choose to shock themselves than spend time alone with their thoughts. (2)

If half the population thinks that spending time with their thoughts is worse than a jolt of electricity, it’s a grim statement about our ability to daydream and take brain breaks. In research conducted by Harvard, the University of Florida, and the University of Virginia, the study found it’s viable (and relatively easy) to train people to enjoy their daydreams. (2)

Daydreaming might sound like a silly subject, but Professor Erin Westgate, from the University of Florida, who was part of the research, points out that people often do things that seem irrational or silly because we struggle with being alone with our thoughts.

How to become a better daydreamer

When Professor Westgate’s team asked the volunteers to spend some time alone and daydream, they reported the process as unpleasant. The research team enhanced the volunteers’ enjoyment of their thoughts by providing them with simple instructions.

Daydreaming, specifically taking a much-needed brain break, as an adult, is not easy. “This is hard for everybody,” Whitlock says. “But, the encouraging part is we can all get better.” The research team discovered they could improve participants’ ability to enjoy their thoughts simply by offering them a little guidance. (2)

Choose your moment

Research shows that daydreaming is most effective when thinking about something else, such as taking a walk or listening to the sound of rain. However, not every moment is appropriate for a daydream. For example, when you need to be fully present, including your full attention, in a meeting, be fully engaged.   It’s normal for everyone to drift off, especially if topics aren’t relevant or linger on, but you also need to pay attention and follow instructions when required.

Keep a few topics for possible daydreams

Many people stumble because they aren’t sure what to daydream about, so instead of daydreaming, they worry or imagine some moment of pleasure. It’s better to daydream about a thought that’s both pleasant and meaningful. Perhaps a special memory, something you’re anticipating, or a vacation, or reaching the end of a long-term goal.

Don’t get into the weeds

If you start worrying about when you’re going to schedule a service for your car or what ingredients you need to pick up for tonight’s dinner, you’re planning, not daydreaming. Gently direct your thoughts back to more pleasant topics.

If you need a mental break to refocus, try a few of these strategies:

  • Change the view
    Working from the exact location, with the same perspective, and with the same lighting and sounds can lead to mental fatigue. To create new energy, try a different workspace, such as a new part of the office, or move your desk. Alternatively, if you work from home, spend a day or so in another room with varying lighting conditions.
  • Stimulate Other Senses
    The six senses can trigger memories, but they also allow the mind the freedom to relax, especially when it has been overstimulated. Surgeons wear blue or green during surgery because these colors are soothing to the mind. Wearing other colors can make it harder for them to see the red hues inside the body, but looking at cool tones can help them refocus and see more clearly, especially in long surgeries.  Along with color, bring in scents such as the smell of popped popcorn, fresh flowers, or baked cookies.  Add tactile options, such as a textured desk blotter, a soft sweater, or a smooth phone.  Explore different music styles of music, sounds, or noise filtering, etc.
  • Tune in to Nature
    Take a walk and enjoy the solitude of nature. Whether it’s a stroll in the park, a hike through a canyon, boating on a lake, fishing on a stream, or watching the crackle of a campfire, nature has a way of recharging both body and mind.
  • Declutter and Organize
    Messy workspaces hinder productivity and, more importantly, often bring mental anxiety and stress with them. Maintaining a tidy workspace is essential for improving efficiency, whether in hardcopy, digital, or mental formats.
  • Create a Mind Map.
    Mind mapping is a method for brainstorming because it enables the visualization of how ideas connect. It’s also a fantastic method for breaking down complex concepts into smaller pieces and exploring ways to address each part.
  • Jot Down a List
    If you try to remember everything that needs to be done, it can be overwhelming. Instead, create different lists for different projects or parts of your life.PRO-TIP:  Once you have the list, translate this into an actionable plan, including timelines.  For example, instead of a task item such as “Select venue for XYZ meeting,” break this down into more of an actionable plan.  This list may include items such as determining a budget, defining the goals of the meeting, clarifying who will be attending and the purpose of the meeting, scoping out possible venue partners, negotiating prices, reviewing contracts, etc. (3)

Streamline Processes

A significant portion of each day is wasted performing the same repetitive tasks. Many of these can be delegated, while others can be either automated or streamlined.

  • Services such as Cleanfox (https://www.cleanfox.io/en-US/) will not only clean your inbox of these newsletters but consolidate them into one email based upon your preferences.
  • Use the “Follow Up” function in Outlook or programs such as Boomerang (for Gmail) to schedule reminders to follow up on emails. Use the “send later” option in Outlook to send messages at a later time without keeping them in your inbox.
  • Take notes, organize them, clip content from the web, scan documents, schedule tasks, and more with Evernote. (https://evernote.com/)
  • Utilize tools such as Zapier (https://zapier.com/) and IFTTT (https://ifttt.com/) to automate the process, and even interact with other automations, such as Evernote, to automatically drop files into Dropbox, integrate with Salesforce, etc.
  • Quickly and easily create videos to train staff or others when delegating tasks using Nimbus for Chrome. (https://nimbusweb.me/screenshot.php)

Set Clear Priorities

It can be challenging to make effective decisions and stay on track when you’re unsure of what’s truly important. Finding the balance between work, life, family, friends, and self often means juggling multiple ideals across multiple timelines.  Eliminate the “I don’t have time” or “I’m short on time” excuse by setting clear priorities based on what’s important to you.  Knowing what matters most provides you with the confidence to avoid over-committing and frees up time for self-care, including brain breaks.

Manage Time More Efficiently and Effectively

Time is a precious commodity and, believe it or not, occupies a great deal of space within the brain. When many things need to get done, it can be hard to focus on something else.  This inability to concentrate alone can lead to mental fatigue. Managing time is essential to healthy brain breaks. A few ways to do this include:

  • Start earlier to avoid procrastination and anxiety
    • Block out time to get projects done (even if this is spread over several days)
    • Use “do not disturb” for calls or service call screening (e.g., watch caller ID for important calls)
    • Check your email every 2-3 hours instead of every time a new one arrives
    • Delegate when and where possible
    • Ask for help from others who are more skilled in specific tasks, processes, or systems.
  • Shift Your Thinking
    One of the biggest obstacles to a brain focus is created by each person’s thoughts, beliefs, and attitudes about themselves. When our focus becomes hazy, it’s often the mindset that’s the culprit. To sharpen focus and get back into peak mode means shifting thinking from negative to positive thoughts, beliefs, and attitudes.

Limiting mindset: “I don’t like doing the work.”

Focused mindset: “This work is part of the journey to reach my bigger goals.  My time is coming.”

Limiting mindset: “I don’t think this will be good enough.”

Focused mindset: “As long as I do the very best that I can do, that’s good enough.”

Limiting mindset: “This problem is too big/too challenging.” Or “This isn’t possible.”

Focused mindset: “A solution is possible.  If the desired outcome is this, it’s just a matter of working backward from that and looking at smaller pieces until a solution is found.”

Limiting mindset: “This always happens, and it’s never good.”

Focused mindset: “Even if things don’t work out, there’s something to be grateful for in the end.”

  • Provide an Incentive
    Motivation can be complex, especially when your brain needs a break or lacks focus. Set up an incentive for tasks, projects, or long-term goals that need positive reinforcement to give your brain a boost.  For example, give yourself, workers, or others an incentive, such as a day off or an all-expense-paid trip, when significant projects have been completed.  Treat teams to lunch as delivery milestones or sales quotas are met, and so on.

Contact Gavel International to discover solutions that connect and engage your people.

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SOURCES:

  1. https://www.npr.org/2021/03/21/979183329/too-much-focusing-is-draining-heres-a-better-strategy
  2. https://www.inc.com/jessica-stillman/daydreams-boredom-psychology-research.html
  3. http://blog.independentliving.com/2019/12/27/the-importance-of-calendars/

This article was last updated on July 8, 2025

Jeff Richards
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