[Libs-Or] Tech-Talk: WINDOWS - Boost Your Productivity with "Focus Sessions"

Tue Dec 10 14:50:41 PST 2024

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View Webinars and Register Here<https://opiayfbab.cc.rs6.net/tn.jsp?f=001rmi_5KRfV3K2rugjgIC4QjMQwFogLIHkAPUuXv5yuicm4jViNFGJRgPRdmqQ1rsRi912Wu2m-AP83baMijxq7TkwpJf6R0T8V4m9l6hjBep86kWo0DrwiZvW0Lb_lte4OXeuljWzoAbe0CwZ3TI_RfkIhtbtiHsYsdE1D-6KpiA=&c=h9MCGUEcTjN83UWcl8EdRSdRC5yqgBbsGdIyNJhGAnuwRwmLfH_mlA==&ch=rh3doujvDQWJjkEk9kywAmnGKQeJ-BhvsyCQCEqAZqCDsYW1SUTWSQ==>

WINDOWS - Boost Your Productivity with "Focus Sessions"

Novice

Sometimes it's hard to stay focused on a project when notifications are popping up, emails are coming in and other apps are distracting you.

Well, the Windows Clock app<https://opiayfbab.cc.rs6.net/tn.jsp?f=001rmi_5KRfV3K2rugjgIC4QjMQwFogLIHkAPUuXv5yuicm4jViNFGJRqnVPF3kiXbVBItEIVqz-NEtDWabGUusVWmv2vFibEGReP1ZCsxBmFHFceZgkaIuGbpZcBVY8cAXzA_8Vy5ndWc44uBOn3lZe9XXcTKdaWLhsQ5b7oxmVGyiT-SZCbffn8oXV_PT9IL6aE1nTXLiMRWUn8X4TOpAeSPgrlmLBhksUBU_J3owk1Y=&c=h9MCGUEcTjN83UWcl8EdRSdRC5yqgBbsGdIyNJhGAnuwRwmLfH_mlA==&ch=rh3doujvDQWJjkEk9kywAmnGKQeJ-BhvsyCQCEqAZqCDsYW1SUTWSQ==> has a feature called Focus Sessions that is designed to help you stay productive by using The Pomodoro Technique® - a time management method. We have a whole article that outlines the process here<https://opiayfbab.cc.rs6.net/tn.jsp?f=001rmi_5KRfV3K2rugjgIC4QjMQwFogLIHkAPUuXv5yuicm4jViNFGJRpIkxYzlPHbcjx6vU2nxJSz_J-9ODqRRIHBZJ3jXQCnOWQf5ie7-4WrWL56YRMqPeithgmiIcJnKx4M4sBDP5oBNmGTWht6EkLF3iaJjC0Ms0E_BFGnBTu09KJnTZQmOjhRAopZr4NAsJPRB8jcNBc9UGw9VQIOee26Tstfs1jOoqfxxZgoIP9U=&c=h9MCGUEcTjN83UWcl8EdRSdRC5yqgBbsGdIyNJhGAnuwRwmLfH_mlA==&ch=rh3doujvDQWJjkEk9kywAmnGKQeJ-BhvsyCQCEqAZqCDsYW1SUTWSQ==>.

To summarize, this approach aims to set work time with built-in breaks and strict deadlines to get your work done - so that you will have a highly focused mindset.

For example, for a quick task, you may set it up to work for 30 minutes, then take a 5-minute break. Or for a larger project, when you need more time such as a 2-hour block, you may want three built-in 5-minute breaks.

[Image of the Pomodoro Technique steps, illustrating a timer set for tasks, breaks, and checkmarks on paper.]

TIP: Working for longer periods, without breaks, actually decreases your overall productivity. So building work sessions with breaks leads to a more focused environment, and often more creative work.

Focus Sessions with the Windows Clock App (Windows 10 & 11)

If you work on a Windows-based computer, you have a tool called Focus Sessions at your fingertips! It's part of the Windows Clock app and is designed to put you in the "do not disturb setting" so that you don't have distractions (at least the ones coming from your computer!) Here's how to use the Focus Sessions effectively:

Open the Windows Clock App

To initiate using the app that contains Focus Sessions you can:

·     Search for it: In the search box type Clock, and select the app from the search results (as pictured below).
·     From the Start menu: Locate it in the alphabetical list of apps – under "C" for Clock.

[Screenshot of a Windows search for "Clock" showing the Clock app with an arrow pointing to it. Taskbar with various app icons is visible at the bottom.]

Once the Clock app opens, select the Focus Sessions tab on the left side.

[Clock app interface showing focus session settings, daily progress with a goal of 1 hour, tasks list, and Spotify integration option.]

TIP! If you use the Clock app regularly, you can pin it to the Taskbar for quick access. With the app open, find it in the toolbar, right-click and then select Pin to taskbar from the menu.

Setting Up a Focus Session

[Focus session setup screen with 30-minute timer, options to adjust time and skip breaks, and a "Start focus session" button.]

1. Get Ready to Focus - First, in the Focus Period window, choose a Duration. Use the dropdown to set the length of your focus session (e.g., 30 minutes). You can set a session duration between 10 and 240 minutes.

2. Customize Breaks - The app will assign breaks based on your focus time.

·     For example, if you schedule 30 minutes of work time, it will build in a 5-minute break. If you choose 80 minutes, it will schedule two breaks.

·     You can adjust break durations in the settings if needed by clicking the three dots at the top of the window, then click on Focus periods, then Break period.

·     NOTE: You do have the option to check the box to skip breaks.

3. Get Going! Click the Start focus session blue button to begin working.

As the time elapses in the Clock app you will see the timer count down to your first break or until the end of the session. You can click the Keep on top icon to display the timer in a smaller box on our screen (see the arrow in the image below).

[Clock app showing a focus session timer set for 11 minutes, with a pause button and upcoming 5-minute break.]

During your focus period, you will see alerts when it is time to take a break or stop the session. If you need to, you can also end a focus session early.

Other Settings

In the upper right of the Get ready to focus window, click the three horizontal dots to adjust settings for things like the alarms theme, notifications, session sounds, and more.

Tasks - Link Your Microsoft To-Do (Optional)

You can manage your tasks in your own way or link them to your Microsoft account.

[Task list with three items: February webinar tasks completed, and "Send follow-up email for webinar" not completed.]
·     If you use Microsoft To-Do, your tasks will be displayed when you are signed into your Microsoft account. Select tasks you want to work on during the session.
·     Or, in the Tasks window, click the plus button (+) to add a task to your Focus Session.

[Progress chart showing: Yesterday 3 hours, Daily goal 8 hours, Streak 0 days. Completed: 1 hour, 15 minutes.]
Daily Progress

This area of the screen is designed to show you your goals and productivity based on your use of Focus Sessions. You can click the pencil in the upper right to edit your daily goals. The default value uses an eight-hour work day, but adjust if needed.

BONUS! If you like to work with music in the background and use Spotify (a free or paid music streaming platform), you can link your account to the Clock app. In the Focus Sessions window (if Spotify is set up on your device), you'll see a prompt to Link your Spotify. Use the 3 horizontal dots in this app on your Focus sessions screen to Hide it or View the Settings.
[Spotify card with the option to link an account. Arrows point to the menu button and "Link your Spotify" button.]

And Finally...Tips for Maximum Productivity

·     Break larger tasks into smaller steps and tackle them one at a time.
·     Pair your sessions with calming music or white noise to stay in the zone.
·     Reflect on your progress to refine how you allocate your time.

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Communications: Online Meeting

Ask a chat question to get started

You're the meeting coordinator or presenter. It's your job to be sure that everyone is engaged and participating. You know that not every individual feels comfortable speaking up in these types of situations, right?

Here's a trick that "primes the pump" so to speak. It helps the reluctant folks to jump in and participate at the beginning of the session ... so that they are far more likely to continue being involved.

Ask a chat question that is easy to answer.

If you get their fingers moving and their brains engaged right at the start of the session, they leap over their fear and reluctance.

Best Practice Ideas

·     Do this within the first five minutes of the session, just as you are getting started.

·     Make sure the answer can be one word, one letter or one number. "Do you have Windows 11?" Choices: Y (yes), N (no), DK (don't know)

·     Ask something this is not particularly revealing or sensitive, e.g. birthday month, favorite color, something relating to the content of the meeting.

·     Often give suggestions or a very short list of potential responses, e.g. "How often have you been in the Tech-Talk database?" Choices: none, some, lots

TIP: Asking for the name of the book they've read recently requires too much thought. You won't get many responses.

The Result: When you get them started answering in chat at the very beginning of the session, it warms up their fingers and brain, and sets the tone for full engagement.

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Cheers,
Darci Hanning, MLIS (she/her/hers)
Public Library Consultant / CE Coordinator
Continuing Education Resources: https://libguides.osl.state.or.us/conted
State Library of Oregon | Library Support and Development Services
971-375-3491 | darci.hanning at slo.oregon.gov<mailto:darci.hanning at slo.oregon.gov> | www.oregon.gov/library<http://www.oregon.gov/library>

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