4. Can’t Sit Still, Can’t Tune In - What to Do When Staff Struggle to Focus

Creating a workplace that cuts down distractions without killing energy

Rachel runs a busy architecture firm in Christchurch. She recently hired Tom, a talented graduate with a sharp eye for design. But after a few weeks, Rachel noticed something odd - Tom was constantly shifting in his seat, fiddling with his pen, zoning out during meetings and needing things repeated.

His work was good - when he finished it. But he often needed reminders, and deadlines were starting to slip.

At first, Rachel thought Tom might not be taking the job seriously. But during a coffee catch-up, Tom admitted he was struggling to stay focused. The open-plan office was full of chatter, phones ringing and background noise. It felt like his brain was in a pinball machine. “It’s like I’m trying to tune into one station, but five are playing at once,” he said.

Why Focus Issues Are More Common Than You Think

Struggling to focus isn’t just a "young person problem" or something that happens when people are bored. Many adults find it hard to tune in at work, especially in environments full of noise, pressure and constant interruptions.

It can be even harder for people with ADHD, anxiety, sensory processing issues, or executive functioning challenges. And the modern workplace, with open plans, digital distractions and a culture of always being "on", doesn’t help.

What focus Struggles Can Look Like

• Constant fidgeting or restlessness

• Zoning out in meetings

• Getting distracted mid-task

• Trouble following through on longer assignments

• Avoiding deep work by jumping between tabs or tasks

• Seeming forgetful or disorganised

It’s Not About Laziness

When someone can’t focus, it’s often because their environment isn’t set up to support how their brain works. Some people need quiet. Some need stimulation. Some need movement. What looks like daydreaming might actually be a coping strategy.

Tom wasn’t being disrespectful. His brain just had too many signals coming in. Rachel realised that if she wanted to get the best out of him, the environment needed to work better for him, not against him.

What Rachel Changed

Rachel made a few simple, low-cost adjustments: -

• Gave Tom permission to wear noise-cancelling headphones when working on focused tasks

• Encouraged him to take regular short breaks every hour or so

• Set up a quiet space where team members could go for "deep work" without interruptions

• Let Tom use a small fidget tool during meetings to help him stay engaged

Within two weeks, Tom was hitting deadlines again. He seemed more relaxed, more present and more confident.

What You Can Do To Help Staff Stay Focused

If you’ve got a team member who struggles to stay on task, you don’t have to overhaul your whole business. A few smart changes can make a big difference.

1. Offer Focus Tools (Not “Toys”)

Items like stress balls, textured pens, or silent fidget tools can help some staff stay present. It gives their restless hands something to do so their brain can stay on task. Doodling or colouring can have the same effect.

2. Use Noise Management

Noise-cancelling headphones, soft music, or even simple earplugs can block out distractions. If you can, create a "quiet zone" or let staff work from a quieter room when deep focus is needed.

3. Encourage Movement

Sitting still can actually make focus harder for some people. Short movement breaks, standing desks, or walking meetings can help reset attention.

4. Break Tasks into Chunks

Long, open-ended tasks can feel endless and hard to start. Break them into clear, manageable parts with check-in points along the way.

5. Let Them Manage Notifications

Encourage staff to mute non-urgent pings or block out "focus time" on their calendar. Constant alerts destroy concentration.

6. Check for Hidden Sensory Triggers

Bright lights, background noise, or even certain smells can throw off someone who’s sensitive to sensory input. Ask if anything in the environment makes it harder to concentrate.

7. Allow Different Working Styles

Some people focus better with music. Others need silence. Some want to work in bursts. Others need steady routines. As long as the work gets done, flexibility is a strength.

Tech That Helps

There are some great tools out there to support focus -

• Forest app (stays off phone, grows a tree!)

• Microsoft To-Do or Notion for task tracking

• Time-blocking calendars

• Visual timers (for those who need to see time ticking down)

These tools aren’t a magic fix, but they give structure and that’s half the battle.

Helping Without Micromanaging

You might worry that allowinggiving someone headphones or fidget tools is special treatment. It’s not. It’s about providing what each staff member needs to succeed.

When Rachel supported Tom with a few simple tools and options, he didn’t just "cope" better, he started to thrive. That’s a win for everyone.

The goal isn’t to make everyone focus the same way. It’s to build a workplace where different brains can still get great work done.

Final Thought

You don’t need a silent office or a strict rulebook to support focus. Just a little awareness and some flexibility.

Your team isn’t trying to be distracted. Most people want to do a good job. Sometimes, they just need a bit of help cutting through the noise - literally and figuratively.