How authentication habits shape our attention at work

One of the most common objections I hear when I encourage people to keep their phones out of reach during focused work is this one. “I need my phone for two factor authentication.” And they are right. If the system requires a code that only arrives on a mobile device, then the phone becomes a work tool rather than a distraction device. The problem is not the person. The problem is the system.

This is where it helps to zoom out. Digital wellbeing is never just about individual habits. It is about the environment we work in. The tools we are given. The defaults that shape our behaviour before we even notice what is happening. If we want people to have fewer interruptions and more sustained attention, then we need to look at the technology that surrounds them as much as the choices they make.

There are several ways organisations can support focused work without compromising security.

Change the IT system used for authentication

Many authentication tools now offer desktop based approval. This means the code or prompt appears on the laptop rather than the phone. Some organisations use hardware security keys that plug into the computer. Others allow longer session times on trusted devices so people are not asked to authenticate every few hours. These are small changes but they make a meaningful difference. They remove the need for the phone to sit beside us like a restless pet waiting to be picked up.

When these options are available, people can keep their phones in another room or in a bag or on a shelf without worrying that they will be locked out of their work. It becomes easier to create a physical boundary that supports attention. The system does the heavy lifting.

Re-think your phone management for better focus

But what about the many workplaces where phone-based authentication is still the only option. This is where behaviour comes in. If the phone must be available, it does not need to be available for everything. It can be placed out of reach but within hearing distance. It can be set to Do Not Disturb with only authentication alerts allowed. It can live on a dedicated spot away from the desk so that picking it up becomes a conscious act rather than an automatic one.

The aim is not perfection. The aim is to reduce the number of times the phone crosses the boundary into our working space. Even small increases in friction help. If the phone is not within arm’s reach, we are far less likely to check it for reasons that have nothing to do with work.

This is the balance that matters. Systems that reduce unnecessary friction and people who adapt their habits within the constraints they have. When both sides shift even slightly, the working day becomes more intentional and less reactive with colleagues able to get on with their jobs feeling more in control of their minds.