{"id":4145,"date":"2023-02-21T13:21:04","date_gmt":"2023-02-21T13:21:04","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=4145"},"modified":"2024-03-05T09:17:36","modified_gmt":"2024-03-05T09:17:36","slug":"flow-state-scheduling","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/project-management\/flow-state-scheduling","title":{"rendered":"Schedule your day for focus: 6 steps toward a flow state for project teams"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">When was the last time you were completely absorbed by a task? A time when you were so immersed in doing something, you forgot about the world around you?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is called the \u201cflow state.\u201d\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But as we\u2019ve designed a world full of distractions, experiencing a flow state is a rare commodity these days.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So how can you eliminate distractions and set your day up for a flow state, and as a result, increase productivity and performance?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s all about <\/span><i><span style=\"font-weight: 400;\">protecting your time<\/span><\/i><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this post, we\u2019ll figure out exactly how you can do that, both individually and as a team.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But first, who discovered the \u201cflow state?\u201d<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">In this article \ud83d\udcd6<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/flow-state-scheduling\/#The-pursuit-of-happiness\" >The pursuit of happiness<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/flow-state-scheduling\/#What-is-a-flow-state\" >What is a flow state?\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/flow-state-scheduling\/#How-does-flow-state-happen\" >How does flow state happen?\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/flow-state-scheduling\/#5-benefits-of-being-in-a-flow-state\" >5 benefits of being in a flow state<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/flow-state-scheduling\/#6-steps-for-getting-into-a-flow-state-as-a-project-team\" >6 steps for getting into a flow state as a project team<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/flow-state-scheduling\/#Flow-state-at-work-4-ways-to-foster-flow-with-Resource-Guru\" >Flow state at work: 4 ways to foster flow with Resource Guru<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/flow-state-scheduling\/#Set-your-team-up-for-success\" >Set your team up for success<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"The-pursuit-of-happiness\"><\/span><span style=\"font-weight: 400;\">The pursuit of happiness<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Does the name <\/span><span style=\"font-weight: 400;\">Mihaly Csikszentmihalyi ring a bell? The former World War II prisoner became interested in philosophy as a result of the adversities he faced in life. He was particularly interested in what made people happy and content.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Having dabbled in philosophy after the war, he soon ventured into the field of psychology. After he attended a lecture by no one other than C<\/span><span style=\"font-weight: 400;\">arl Jung, Csikszentmihalyi decided to head to the United States to study psychology <\/span><span style=\"font-weight: 400;\">on his quest to find out what happiness really means to us humans.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">An internal state of being<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Csikszentmihalyi\u2019s studies resulted in this discovery: happiness is an internal state of being. Documented in his popular book, <\/span><a href=\"https:\/\/www.amazon.co.uk\/Flow-Psychology-Happiness-Classic-Achieve\/dp\/0712657592\/\"><i><span style=\"font-weight: 400;\">Flow: The Psychology of Optimal Experience<\/span><\/i><\/a><i><span style=\"font-weight: 400;\">, <\/span><\/i><span style=\"font-weight: 400;\">he argues that happiness is not a rigid, unchanging state. It takes commitment and effort.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In his research, he found that levels of happiness shift. He eventually introduced the term \u201cflow state.\u201d<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"What-is-a-flow-state\"><\/span><span style=\"font-weight: 400;\">What is a flow state?\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The flow state definition, in <\/span><a href=\"https:\/\/positivepsychology.com\/mihaly-csikszentmihalyi-father-of-flow\/#:~:text=In%20Csikszentmihalyi's%20words%2C%20flow%20is,doing%20it%E2%80%9D%20(1990).\"><span style=\"font-weight: 400;\">Csikszentmihalyi\u2019s own words<\/span><\/a><span style=\"font-weight: 400;\">, is \u201ca state in which people are so involved in an activity that nothing else seems to matter; the experience is so enjoyable that people will continue to do it even at great cost, for the sheer sake of doing it.\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In short: <\/span><span style=\"font-weight: 400;\">complete immersion and focus on an activity or task.<\/span> <span style=\"font-weight: 400;\">Or, colloquially, known as being <\/span><i><span style=\"font-weight: 400;\">in the zone<\/span><\/i><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So how do you achieve a flow state of mind?<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"How-does-flow-state-happen\"><\/span><span style=\"font-weight: 400;\">How does flow state happen?\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">According to <\/span><span style=\"font-weight: 400;\">Csikszentmihalyi,<\/span><span style=\"font-weight: 400;\"> flow happens when people are able to apply and use their skills to solve a problem at hand. In other words, when you do something that presents a challenge but is still within your level of ability.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The result? We feel \u201ca sense of well-being, a sense of mastery, and a heightened sense of self-esteem.\u201d<\/span><\/p>\n<div id=\"attachment_4146\" style=\"width: 953px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-4146\" class=\"size-medium wp-image-4146\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/flow-channel-943x521.png\" alt=\"The flow channel illustrating how flow happens during the perfect balance of boredom, anxiety, and skill level.\" width=\"943\" height=\"521\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/flow-channel-943x521.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/flow-channel-1042x575.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/flow-channel-1536x848.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/flow-channel.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/flow-channel-943x521@2x.png.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-4146\" class=\"wp-caption-text\"><em>The \u201cflow channel:&#8221; The task is difficult enough to make us stretch, but not hard enough to break us. This is the sweet spot.<\/em><\/p><\/div>\n<p><span style=\"font-weight: 400;\">Flow researcher Steven Kotler gets into the science side of things. He explains that the reason we feel this way is because flow generates <\/span><a href=\"https:\/\/www.stevenkotler.com\/rabbit-hole\/introduction-to-the-optimized-brain\"><span style=\"font-weight: 400;\">five key performance-enhancing brain chemicals<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Those five chemicals are:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Norepinephrine<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Dopamine<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Anandamide<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Serotonin<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Endorphins<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This happens to be a superb cocktail of chemicals that helps us ignore distractions, block pain, make connections between ideas and concepts, and just generally feel good.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sounds amazing, doesn\u2019t it? But let\u2019s dig a bit deeper into the benefits.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"5-benefits-of-being-in-a-flow-state\"><\/span><span style=\"font-weight: 400;\">5 benefits of being in a flow state<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">1. Increased productivity<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">One of the most obvious benefits of a flow state is <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/productivity-is-personal\"><span style=\"font-weight: 400;\">increased productivity<\/span><\/a><span style=\"font-weight: 400;\">. When you&#8217;re in a flow state, you&#8217;re fully focused on the task at hand, and distractions are minimized. You&#8217;re not thinking about what&#8217;s coming next, or worrying about what happened earlier in the day. Instead, you&#8217;re fully present in the moment.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The result? Deep focus and flow.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Enhanced creativity<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When you&#8217;re in a flow state, you&#8217;re not just working harder; you&#8217;re also working <\/span><i><span style=\"font-weight: 400;\">smarter<\/span><\/i><span style=\"font-weight: 400;\">. Your mind is open, and you&#8217;re free to explore new ideas and perspectives. This can lead to enhanced creativity and innovation, because you&#8217;re not limited by your usual ways of thinking. You can approach problems with fresh eyes, and often come up with new solutions that you wouldn&#8217;t have thought of otherwise. Yup, pretty neat stuff!<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Improved performance<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Another benefit of a flow state is improved performance. When you&#8217;re in a flow state, you&#8217;re fully engaged in the task at hand, and your skills and abilities are fully utilized. In short, you&#8217;re able to perform at your best (and sometimes even exceed your own expectations). For example, this can be useful in sports, where a flow state can lead to improved technique, speed, and accuracy.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But don\u2019t worry, you don\u2019t have to be a pro athlete to benefit from improved performance\u2014this is true for any role.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Reduced stress<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Flow states can also be beneficial for your mental health. When you&#8217;re in a flow state, you&#8217;re fully present in the moment, and you&#8217;re not worried about past or future events. This can be a great way to reduce stress, as you&#8217;re not dwelling on things that are out of your control. You&#8217;re focused on the task at hand, and this can be a form of meditation that allows you to find an inner calm.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Yes, we said it\u2014work can be meditative!\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5. Increased happiness<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Last\u2014but certainly not least\u2014a flow state can lead to increased happiness. When you&#8217;re fully immersed in an activity that you enjoy, you&#8217;re experiencing a sense of fulfillment and accomplishment. This can lead to a boost in self-esteem and confidence, which can lead to a greater sense of overall happiness and well-being.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Okay, so the benefits are plenty. But how can you get into a flow state as a team?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s take a look.<\/span><\/p>\n<p><a href=\"https:\/\/get.resourceguruapp.com\/ebook-confessions-of-a-project-manager\/?utm_source=blog&amp;utm_medium=banner&amp;utm_campaign=COPM\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-4165 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png\" alt=\"Download the eBook, Confessions of a Project Manager\" width=\"943\" height=\"242\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1042x268.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1536x395.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1.png 1836w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"6-steps-for-getting-into-a-flow-state-as-a-project-team\"><\/span><span style=\"font-weight: 400;\">6 steps for getting into a flow state as a project team<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">How can you get into a flow state as a team, especially if you\u2019re a <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/remote-team-project-management\"><span style=\"font-weight: 400;\">remote team<\/span><\/a><span style=\"font-weight: 400;\">? It may not be easy, but it\u2019s possible.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Below, we\u2019ve listed out what\u2019s necessary to get into that flow feeling.\u00a0<\/span><b><\/b><\/p>\n<h3><b>1. Create a company culture that enables focus<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Our workdays can be filled with distractions, whether it\u2019s our calendars, inbox, or Slack channels. That\u2019s why creating a company culture without distractions requires a deliberate and intentional effort<\/span><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The key? Setting boundaries. Set clear boundaries around work hours, communication channels, acceptable use of technology, as well as content being shared. This will help eliminate noise and reduce distractions.<\/span><\/p>\n<p><b>Note: <\/b><span style=\"font-weight: 400;\">This has to be a top-down decision and senior executives have to lead by example.<\/span><b><\/b><\/p>\n<h3><b>2. Define clear goals and expectations<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">An essential part of any project is having clear goals and deliverables (this is why <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/what-is-project-scope\"><span style=\"font-weight: 400;\">project scopes<\/span><\/a><span style=\"font-weight: 400;\"> exist). Without them, there\u2019s zero chance of focus.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But it\u2019s not just about including goals in the project scope statement. The <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-owner\"><span style=\"font-weight: 400;\">project owner<\/span><\/a><span style=\"font-weight: 400;\"> or project manager has to communicate them effectively to the project team. That\u2019s what will help team members focus their attention and energy on the most important aspects of the project, reduce distractions, and make it easier to get into a flow state.<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">When you do your <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/workload-planning-guide\"><span style=\"font-weight: 400;\">workload planning<\/span><\/a><span style=\"font-weight: 400;\">, make sure<\/span> <span style=\"font-weight: 400;\">to set specific goals and priorities for your team for the workday or workweek. This will ensure everyone\u2019s clear on the deliverables or project milestones that need to be accomplished.<\/span><b><\/b><\/p>\n<h3><b>3. Break projects into manageable tasks<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">This is a no-brainer for any project manager. We all know that large projects can be overwhelming. That makes it difficult to focus and get into a flow state.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By breaking projects into smaller, more manageable tasks, team members can feel a sense of progress and accomplishment, keeping them more motivated and engaged in the work. Plus, smaller tasks make it easier to focus and prevent people from getting bogged down by the big picture.<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Take some time each week to identify the tasks that are most important to complete. This will help your team stay focused and avoid getting sidetracked by less important tasks. Getting into a state of flow is all about prioritization.<\/span><b><\/b><\/p>\n<h3><b>4. Minimize distractions<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Distractions can be the enemy of the flow state, so it&#8217;s essential to eliminate as many distractions as possible.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">While it\u2019s important that the company (and team) culture promotes a distraction-free environment, it\u2019s also up to team members to minimize distractions in their day.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This might include:<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Setting up a quiet workspace<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Turning off notifications (on both your computer and mobile)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Using noise-canceling headphones<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Establishing a clear schedule for communication and meetings<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Saying no or leaving meetings if they don\u2019t have a clear purpose\/value for you<\/span><\/li>\n<\/ul>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Routines can be helpful in creating a sense of structure and predictability in your day. This can help you get into a flow state more easily since your brain will know what to expect. Start by setting a regular work schedule, including time for breaks and other activities, such as checking your emails. Stick to this routine as much as possible, and your brain will start to associate certain times of day with productivity. Flow state, here you come!<\/span><b><\/b><\/p>\n<h3><b>5. Create a comfortable work environment<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The physical environment can also affect our ability to get into a flow state. Creating a comfortable and pleasant workspace can help team members feel more relaxed and focused, promoting a flow state. This can include factors such as lighting, temperature, and seating.<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Whether it\u2019s a specific location (like a favorite coworking space), room, or even smell (calling all diffuser lovers!), that helps you focus, make sure that\u2019s where you spend the most time.<\/span><b><\/b><\/p>\n<h3><b>6. Foster a positive team dynamic<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Team dynamics can also affect the ability to get into a flow state. Encouraging open communication, <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-collaboration\"><span style=\"font-weight: 400;\">collaboration<\/span><\/a><span style=\"font-weight: 400;\">, and a positive attitude can help team members feel more motivated and engaged in the work, making it easier to get into a flow state.<\/span><\/p>\n<p><b>Note: <\/b><span style=\"font-weight: 400;\">The project owner and project manager are responsible for fostering a positive team dynamic, but as team members, anyone can step up to the plate and take ownership of facilitating an open, collaborative, and positive team environment.<\/span><b><\/b><\/p>\n<h3><b>7. Allow for flexibility and autonomy<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Providing team members with the flexibility and autonomy to approach their work in their own way can help them feel more in control and invested in the project. This can promote a sense of ownership and accountability, making it easier to get into a flow state.<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">As a project manager, ask each team member what they need to help them do their best job. Remember, good leaders ask questions, they don\u2019t give orders.<\/span><b><\/b><\/p>\n<h3><b>8. Provide feedback and recognition<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Finally, recognizing achievements and providing constructive feedback can help team members feel more invested in the project and motivated to do their best work. As a result, team members will feel valued and motivated, promoting a flow state.\u00a0<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">As a project team lead, give positive (or simply constructive) feedback regularly. Do the same with recognition. Try to give positive feedback or helpful constructive pointers at the start of the week, and recognition at the end of the week. This will keep the levels of motivation high and increase the chances of team members getting into a flow state.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sure, getting into a flow state can be challenging, and it\u2019s easier for some than others. But it\u2019s about creating the circumstances that will help everyone do their best work, and with that, help them get into a flow state more easily.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Flow-state-at-work-4-ways-to-foster-flow-with-Resource-Guru\"><\/span><span style=\"font-weight: 400;\">Flow state at work: 4 ways to foster flow with Resource Guru<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">With the right conditions, flow becomes easier. If you\u2019re tired, in a rush, multitasking (by the way, <\/span><a href=\"https:\/\/www.inc.com\/scott-mautz\/psychology-and-neuroscience-blow-up-the-myth-of-effective-multitasking.html\"><span style=\"font-weight: 400;\">there\u2019s no such thing<\/span><\/a><span style=\"font-weight: 400;\">), or worrying about your to-do list, it\u2019s hard to get into a flow state.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But you can set yourself, and your team, up for flow success with flow-optimized scheduling and resource management strategies.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are four Resource Guru-powered steps that will enable focused, deep work flow sessions.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Schedule your resources strategically<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">We\u2019ve all got deadlines. But there\u2019s a way to schedule your team\u2019s time in a way that both fosters flow and keeps projects on track.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As we mentioned earlier, it\u2019s about arranging the schedules so people can work when they feel the most productive.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Resource Guru\u2019s <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/resource-scheduling\"><span style=\"font-weight: 400;\">resource scheduling feature <\/span><\/a><span style=\"font-weight: 400;\">gives you a bird\u2019s-eye view of your team, their availability, and what projects they\u2019re working on. Looking at the schedule you can:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Book the right people with the right skills for the right projects<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Drag and drop bookings based on needs and timelines<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Use the color-coded bars to see who has capacity and who has space<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">To optimize the scheduling for a time when your team members are most productive, you can either:<\/span><\/p>\n<ul>\n<li><b>Ask your team members about their preferences <\/b><span style=\"font-weight: 400;\">upfront and schedule their time accordingly on their behalf<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Give your team members permission to make their own bookings<\/b><span style=\"font-weight: 400;\"> based on project needs as well as their own preferred flow routine<\/span><\/li>\n<\/ul>\n<div id=\"attachment_3544\" style=\"width: 953px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-3544\" class=\"wp-image-3544 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/outlook-calendar-schedule-overview-943x500.png\" alt=\"Team schedule visibility\" width=\"943\" height=\"500\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/outlook-calendar-schedule-overview-943x500.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/outlook-calendar-schedule-overview-1042x553.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/outlook-calendar-schedule-overview-1536x815.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/outlook-calendar-schedule-overview.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/outlook-calendar-schedule-overview-943x500@2x.png.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-3544\" class=\"wp-caption-text\"><em>Team schedule overview in Resource Guru, including events from Google Calendar and Microsoft Outlook.<\/em><\/p><\/div>\n<h3><span style=\"font-weight: 400;\">2. Book people on projects that match their skill sets<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">We talked about how flow happens <\/span><span style=\"font-weight: 400;\">when people are able to \u201cmeet the challenges of their environment with appropriate skills.\u201d In other words, when you do something that\u2019s challenging enough, but manageable within your skill set.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In Resource Guru, you can find people with the right skills in a couple of clicks. By booking people with the right skill sets for your projects, you\u2019re more likely to achieve <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/drive-project-success\"><span style=\"font-weight: 400;\">project success<\/span><\/a><span style=\"font-weight: 400;\">, while your team is more likely to experience a flow state.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s what we call a win-win.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you\u2019re managing a large team or one with different specialties, it can be tricky to match the right team members to different parts of a project.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With Resource Guru you can filter between people to:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Find people in specific roles<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Find people with specific skills<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Find people in specific locations<\/span><\/li>\n<\/ul>\n<div id=\"attachment_2773\" style=\"width: 953px\" class=\"wp-caption alignnone\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-2773\" class=\"wp-image-2773 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-filters-943x623.webp\" alt=\"Displaying skillsets of different resources in Resource Guru.\" width=\"943\" height=\"623\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-filters-943x623.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-filters-1042x689.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-filters.webp 1300w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-2773\" class=\"wp-caption-text\"><em>Filtering by skills in Resource Guru when planning team workloads. Find the right designer, engineer, copywriter\u2014you name it.<\/em><\/p><\/div>\n<h3><span style=\"font-weight: 400;\">3. Block off deep-work sessions with clear goals<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Being in a flow state helps you to concentrate. But as we\u2019ve learned, to get into flow in the first place, you need to limit distractions and have a clear challenge that fits your skill level.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As a project manager, it\u2019s your job to protect your team\u2019s time and help them get their tasks done on time. The best way to do this?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Block off deep work sessions in their schedules.<\/span><\/p>\n<div id=\"attachment_4147\" style=\"width: 953px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-4147\" class=\"size-medium wp-image-4147\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/flow-state-time-block-943x480.jpg\" alt=\"Resource Guru's schedule view showing a time block booking being entered.\" width=\"943\" height=\"480\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/flow-state-time-block-943x480.jpg.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/flow-state-time-block-1042x531.jpg.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/flow-state-time-block-1536x783.jpg 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/flow-state-time-block.jpg 2000w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/flow-state-time-block-943x480@2x.jpg.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-4147\" class=\"wp-caption-text\"><em>Do you have writers or other creatives that need that deep focus time to get into the flow? Book it off in their schedule on a daily or weekly basis, depending on project needs.<\/em><\/p><\/div>\n<p><span style=\"font-weight: 400;\">To help with focus, make sure you and your team have all the info and resources you and they need to do each task by including prep sessions in your weekly planning. When you reach a deep-work session, you can focus on the objective rather than rifling through your inbox for the latest version of the project brief.<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Always limit both physical and digital distractions during your sessions. Turn off notifications and consider using the <\/span><a href=\"https:\/\/pomofocus.io\/\"><span style=\"font-weight: 400;\">Pomodoro method<\/span><\/a><span style=\"font-weight: 400;\"> (where you set a timer for 25 minutes of work followed by a 5-minute break). Where possible, let your co-workers (or household) know that you need to focus and ask them not to disturb you unless it\u2019s an emergency.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Take time off and book downtime<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">R&amp;R is essential for focus. Because if you\u2019re overbooked or overworked, you won\u2019t be able to achieve the initial level of focus that\u2019s necessary to get into flow.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A <\/span><a href=\"https:\/\/www.gallup.com\/workplace\/358346\/gallup-workplace-insights-learned-2021.aspx\"><span style=\"font-weight: 400;\">Gallup study<\/span><\/a><span style=\"font-weight: 400;\"> found that nearly three in four employees said they experience burnout. Gallup also described manager burnout as an \u201c<\/span><a href=\"https:\/\/www.gallup.com\/workplace\/357404\/manager-burnout-getting-worse.aspx\"><span style=\"font-weight: 400;\">urgent problem<\/span><\/a><span style=\"font-weight: 400;\">\u201d\u2019\u2014and it\u2019s on the rise.<\/span><\/p>\n<p><a href=\"https:\/\/www.ncbi.nlm.nih.gov\/pmc\/articles\/PMC8998023\/\"><span style=\"font-weight: 400;\">Research from 2022<\/span><\/a><span style=\"font-weight: 400;\"> found that while experiences of flow protect from burnout, being burnt out actually stops you from being able to get into a flow state. You want to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/team-burnout\"><span style=\"font-weight: 400;\">avoid burnout at all costs<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Many people find that they\u2019re only able to properly focus for <\/span><a href=\"https:\/\/www.washingtonpost.com\/lifestyle\/wellness\/productivity-focus-work-tips\/2021\/05\/31\/07453934-bfd0-11eb-b26e-53663e6be6ff_story.html\"><span style=\"font-weight: 400;\">4 to 5 hours<\/span><\/a><span style=\"font-weight: 400;\"> per day, so factor downtime and time off into your team planning. As well as not overloading your team, encouraging them to schedule PTO will help to protect against them burnout.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sure, time off can be a headache for managers, especially if it\u2019s unexpected. Resource Guru\u2019s<\/span><a href=\"https:\/\/resourceguruapp.com\/features\/leave-management\"> <span style=\"font-weight: 400;\">leave management feature<\/span><\/a><span style=\"font-weight: 400;\"> will help you to avoid scheduling staff for tasks when they\u2019ll be out of office. The staff holiday planner gives you high-level visibility into upcoming time off, so you don\u2019t have to scramble to find coverage at the last minute.<\/span><\/p>\n<div id=\"attachment_3119\" style=\"width: 953px\" class=\"wp-caption alignnone\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-3119\" class=\"wp-image-3119 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/04\/resource-planning-time-off-943x456.png\" alt=\"Resource Guru's schedule view showing time off for an employee.\" width=\"943\" height=\"456\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/04\/resource-planning-time-off-943x456.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/04\/resource-planning-time-off-1042x504.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/04\/resource-planning-time-off-1536x742.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/04\/resource-planning-time-off.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/04\/resource-planning-time-off-943x456@2x.png.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-3119\" class=\"wp-caption-text\"><em>\u201cMe time:\u201d You can\u2019t focus if you\u2019re overworked and tired. Schedule your R&amp;R with Resource Guru.<\/em><\/p><\/div>\n<div class=\"mceTemp\"><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Set-your-team-up-for-success\"><\/span>Set your team up for success<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">As we know, there\u2019s a set of conditions that lead to flow and it has several triggers. As a project manager, being aware of what team members need to do their best work is the first step toward helping them achieve a flow state.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Take scheduling seriously, take people and project fit seriously, and lastly\u2014take rest seriously. Because when you set your team up for success, you set your projects up for success.<\/span><\/p>\n<p><b>Do you want to set your team up for success? <\/b><a href=\"https:\/\/app.resourceguruapp.com\/signup\"><b>Try Resource Guru for free for 30 days and schedule your team for a flow state<\/b><\/a><b>.<\/b><\/p>\n<p>&nbsp;<\/p>\n<h3><span style=\"font-weight: 400;\">Related Resource Guru reads:<\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/resourceguruapp.com\/blog\/10-years-of-working-remotely\"><span style=\"font-weight: 400;\">What 10 years of working remotely has taught us (plus our top remote work best practices)<\/span><\/a><\/li>\n<\/ul>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/resourceguruapp.com\/blog\/team-burnout\"><span style=\"font-weight: 400;\">Team burnout: 9 ways project managers can prevent it (before it\u2019s too late)<\/span><\/a><\/li>\n<\/ul>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/resourceguruapp.com\/blog\/remote-project-management-tips\"><span style=\"font-weight: 400;\">Master remote project management with these 4 tips<\/span><\/a><\/li>\n<\/ul>\n<p><a href=\"https:\/\/get.resourceguruapp.com\/ebook-confessions-of-a-project-manager\/?utm_source=blog&amp;utm_medium=banner&amp;utm_campaign=COPM\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-4165 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png\" alt=\"Download the eBook, Confessions of a Project Manager\" width=\"943\" height=\"242\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1042x268.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1536x395.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1.png 1836w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>When was the last time you were completely absorbed by a task? A time when you were so immersed in doing something, you forgot about the world around you? This is called the \u201cflow state.\u201d\u00a0 But&hellip;<\/p>\n","protected":false},"author":30,"featured_media":4149,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[57,38],"tags":[],"class_list":["post-4145","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-time-management","category-project-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Flow state at work: 6 steps to achieve focus for project teams<\/title>\n<meta name=\"description\" content=\"Want to increase productivity and performance in your team? 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