What is deep work and how do you add more to your schedule? 

Every busy business owner or CEO wants more time in their day… If you’re looking for the secret to getting more time to grow your company and increase your productivity, deep work might be the answer you’re looking for.  

Mastering deep work can be a game-changer for leaders looking to accomplish more in less time and at a higher quality. It helps you achieve high-quality outputs, drive innovation, and make significant progress on important projects.  

But what is deep work, and how can you get time in your schedule for it? In this blog post, we’re explaining exactly that so you can start using deep work to your advantage.  

What is ‘deep work’? 

It’s a phrase famously coined by author Cal Newport in his book Deep Work: Rules for Focused Success in a Distracted World. He uses it when referring to our “ability to focus without distraction on a cognitively demanding task”. 

The concept of deep work is exactly how it sounds – uninterrupted, focused work that allows you to produce your best ideas, solve, complex problems, and achieve meaningful results. 

Having more uninterrupted time is a huge benefit to people growing a business. It results in:  

• Increased productivity and efficiency 
• Enhanced creativity and problem-solving abilities 
• Greater satisfaction from completing meaningful work  
• Reduced mental fatigue thanks to the minimisation of task switching and other distractions. 

What is ‘shallow work’? 

In contrast, shallow work tends to be routine tasks that are easy to replicate and don’t require much thought. Think about those repetitive tasks that aren’t pushing your business forward and can be completed by people other than yourself.  

Avoid spending too long on shallow tasks by delegating to a VA or hiring other team members, so you have more time for deep, focused work.  

How to use your focused time 

Deep work is perfect for strategic and creative business development tasks that often require more headspace but can be hard to fit into your schedule, such as:  

• Strategic planning – Mapping out long-term goals, creating business strategies, or planning major projects 
• Creative work – Having focused time for writing, designing, brainstorming, or developing new ideas and content  
• Problem-solving – Analysing data, resolving complex challenges, or making high-stakes decisions 
• Learning and skill development – Investing time in acquiring new knowledge, learning new skills, or reading in-depth industry research to stay ahead 
• Product development – Working on creating new products, refining existing ones, or developing prototypes with undivided attention 
• Writing – Dedicated time for writing reports, proposals, articles, or even a book—tasks that require sustained concentration and creativity 
• Analysis and research – Conducting thorough research or analysing data that requires careful thought and attention to detail 

Just imagine how much further you could push your business success if you had more time to do these things on a regular basis.  

How to find more deep work time in your schedule

So now we know how great deep work is, how do we ensure you get more focused time in your schedule? 

Here are our top tips to get you started: 

Prioritise deep work sessions 

Time blocking, or time boxing as it’s also known, is one of the best ways to ensure you set blocks of time dedicated to deep work, ideally during periods when you are most alert and focused. For many people, this tends to be first thing in the morning but it’s for you to figure out what time of day best suits you and flex your schedule accordingly.  

Set yourself daily or weekly targets, perhaps a goal for the number of hours or sessions dedicated to deep work each day or week. Prioritise these sessions over unimportant, ‘shallow’ tasks that can easily eat into much of your time.  

Develop a routine for your deep work time  

To make deep work a habit, it’s so important to create a routine that you stick to consistently. Think about your pre-work rituals – what will you use to signal the start of deep work? Perhaps a specific playlist, a cup of coffee, or a brief meditation for example. Having a routine helps you to get into the right mindset. 

Track and reflect 

Once you start adding deep work sessions to your working week, it’s important to monitor your progress. Track the time spent on deep work and reflect on what worked (or didn’t) to see how it impacts your productivity, then you can adjust as needed. Over time it will get easier and more productive and you’ll likely find that you really enjoy the sessions.  

Maximise your deep work time by reducing distractions 

If you’re stuck in the cycle of constantly fire-fighting, juggling multiple priorities and to some degree, running around like a headless chicken, even if you create the time, it can be difficult to use your extra time wisely. 

You need to minimise your distractions, as it’s reported to take 23 minutes to regain focus after an interruption.  

Here are 3 things to consider:  

1. Try a digital detox 

The average professional receives 121 emails and 46 smartphone app push notifications per day. As we’ve already mentioned, it’s vital to remove potential interruptions and distractions so you can stay focused.  

Here are a few ways to detox yourself from devices during deep work:  

• Turn on Do Not Disturb (DND) mode – available on most computers 
• Turn off unessential mobile notifications – allowing only emergency calls 
• Tie an elastic band around your phone to stop you from picking it up – this stops you from scrolling mindlessly  
• Close unnecessary tabs such as that article you’ve been meaning to read or your LinkedIn feed 
• Use tools like website blockers to ensure you retain your focus and don’t go off track  

2. Create a space that’s suitable for deep work  

Studies show that your work environment affects your focus, with 19% of people being more productive in a better working environment. This includes not just the conditions but the actual design of your office. So think about your physical environment – is it set up for success?  

You should have a quiet, clutter-free workspace that is conducive to concentration. Make sure your office furniture is comfortable and ergonomic. Plus, when you add design features such as painting the walls your favourite colour or adding office plants, you’ll be more likely to want to spend time there which makes deep work easier.  

3. Communicate your boundaries during focused work  

To avoid getting in the zone and being interrupted by colleagues, family, or team members, inform them of your deep work periods. Explaining why your focused time is important will help them to respect your boundaries and leave you alone (unless it’s a true emergency!). 

Partner with a VA to take ‘shallow’ tasks off your plate 

Start adding deep work into your schedule and see if you notice the overall impact on your productivity and satisfaction… If you’re anything like the business owners and CEOs we’ve helped to get more focused time, it will be a game-changer.  

As a virtual assistant agency, we take those aforementioned ‘shallow’ tasks off your plate, so you get more time for deep work. Get in touch to arrange a free, no-obligation chat to see how Virtually Priceless can give you more time dedicated to growing your business.