I’m writing these lines on the eastern coast of Spain, spending a few days working remotely. I didn’t plan this trip just to escape the Dutch winter weather (though that certainly worked), but mostly to give myself the opportunity to work in full focus mode – something that has become increasingly difficult to achieve at the university.

When I started as an assistant professor, I thought every small task was urgent and important. Most were tasks ‘for others’ – answering emails, sitting in meetings, filling out Excel sheets. These tasks don’t take much time individually, but accumulated, they consume my week. More importantly: they don’t fulfill me. It took me a few years to realize why I was slowly getting frustrated with my work. I didn’t have time for myself, to work on tasks that truly energize me: writing, reading, thinking, learning, creating. These are the tasks that need time, full focus, no interruptions, and a clear mind. A day spent writing or reading literature is a successful day for me – even when the outcome isn’t immediately tangible.

I’ve learned the hard way how to protect this time. I realized that the solution isn’t working harder or longer hours – it’s being strategic about when and how you do your deep work. Here are the strategies that have helped me maintain balance between focus time and other responsibilities.

• Start with the foundation. Plan regular focus time sessions in your calendar – half-days or at least two hours. Block these slots as non-negotiable appointments with yourself. I prepare my weekly schedule on Sundays, starting with focus sessions. I keep many mornings free of meetings, which I use for deep work. Inform your supervisors about your focus work, too – adequate planning is a professional skill, and most supervisors appreciate knowing when you prefer to avoid meetings. Learn to say no when external requests challenge your focus time. These periods of deep work are needed to keep your motivation and job happiness intact over the long run.
• Remove distractions during focus time. Close your inbox and put your phone on silent mode or in a different room. Deep work requires full attention. Afraid you’ll miss something urgent? People will find you if it’s really urgent – or they’ll find other ways to solve their problem. If you struggle to find focus at work because of noise or interruptions, make it a routine to work from home or another quiet environment during your focus sessions.
• Think creatively about your work environment. You don’t need to go to Spain for a deep work retreat. Anything outside your regular routine can bring inspiration – a session in a cozy café, a long stretch at the library, or joining an online community focused on writing together.
• Finally, stay flexible. Sometimes, the deep work sessions you planned don’t work because of external factors, or because you just can’t concentrate that day. That’s okay.

These strategies have helped me find better balance between the work I must do and the work that fulfills me. If you’re feeling frustrated or drained by the constant interruptions in your academic work, start small: block one morning next week for deep work and see what happens. The other tasks will still be there afterward, but you’ll have given yourself the space to do the work that reminds you why you chose this path.