With technology, we are constantly overwhelmed with distractions that affect our work space and time. These distractions and interruptions are one of the biggest productivity killers, said author and speaker Michael Podolinsky.

The productivity guru said one reason why distractions affect productivity is because they temporarily lower the IQ. He quoted a study conducted in 2005 by a psychiatrist at King’s College in London. The IQ of a group of volunteers was tested while they were doing nothing. Another group was tested while being bombarded with emails and phone calls.

The results of the tests showed that the IQ score of the uninterrupted group were higher by an average of 10 points, whereas the interrupted group showed an IQ declination of an average six points. The latter was similar to the results of another study where a group of subjects on marijuana were asked to take the IQ test. Interruption had the same temporary effect on the IQ as marijuana, said Podolinsky in an interview with The Edge Financial Daily.

He added that constant interruptions cause the attention span to deteriorate. According to Podolinsky, 90 minutes is the optimal time to spend on any task. Any less, he said, is insufficient for people to benefit from their pooled mental resources and creativity. A short attention span will effectively cause a person to apply his or her mind to a task lesser than optimum level.

The main culprit of distraction seems to be technology, specifically the Internet, cellphones and smart phones. Cisco’s 2011 Connected World Technology Report found that the Internet is a source of constant interruptions for college students. In a given hour, more than four out of five (84%) of college students reported being interrupted at least once by either instant messaging, social media updates and test messages or phone calls. One in five reported being interrupted at least once every 10 minutes.

“People mistakenly assume every call or text message must be returned instantly. They become slaves to their phones. Technology rules our lives instead of people ruling the technology. Our priorities are set by anyone who sends us a text message, tweet or email,” said Podolinsky in the introduction to his book Productivity: Winning in Life (McGraw-Hill, June 2011).

A recent study by the HR consultancy Randstad found that 35 out of 270 employees surveyed see the Internet, mainly social networking at the workplace, is a productivity challenge. According to the study, although social media plays an important role in interaction and business communication, it also needs to be used in a manner that is constructive. It would otherwise be a threat to worker productivity. The study recommended that guidelines be set to ensure the Internet is used effectively to increase productivity.

Podolinsky suggests that his readers prioritise and devote 90-minute uninterrupted blocks a day to focus entirely on a priority project or task. He practises this 90-minute marvel himself. Before the 90-minute allocated time, he organises all that he needs for that period, including information, reading material and a glass of water. He then ensures that he eliminates all possible distractions and shuts off his mobile ring tones, email notification and instant messengers. He also ensures the working environment is optimal.

“While 100% productivity may be impossible, we could easily double or triple productivity by controlling the No 1 problem: interruptions. By eliminating interruptions for 90 minutes at least once a day you can literally triple what you accomplish in those 90 minutes and for your day enjoy a 30% boost in productivity,” he says in his book.

This article appeared on the Management page, The Edge Financial Daily, Dec 30, 2011