Are you Working Faster to Produce Less?

Avoid the Multi-Tasking Monster to be More Productive

Chances are good that you stopped an important task to read this article. If this is the case, you have come to the right place! While we’re honored that you’re interested in what we have to say, we understand that multi-tasking is not the road to productivity. Print this article out, go finish your task, and then read the rest of the article.

Multi-tasking has taken possession of our lives. We think nothing of watching T.V., texting, checking our email, surfing the web, all while trying to converse with our family. It’s never been easier to be connected 24/7 to our cell phone, computer and any other technology we might use to enhance our overall productivity and effectiveness.

However, findings from studies too numerous to mention all point to the same conclusion: We are actually working less, not more effectively, when we multi-task. Many studies have reached the same conclusion: When people are multi-tasking and frequently diverting their attention from one task to another, they do indeed work faster. A sense of urgency is noted. But, while they do work faster, they produce less. More telling, participants in these “interruption” studies reported feeling significantly higher levels of stress, frustration, pressure to get things done and a feeling that the workload was unrealistic. Some studies even suggest that constant multi-tasking, leading to prolonged levels of stress hormones being released, can even make us be disposed to rage, aggression and impulsive behavior, as well as raise our risk of cardiovascular disease.

In reality, we are continually caught up in a whirl of constant stimuli. We respond by multitasking, causing us to work less efficiently, resulting in our stress levels rising. To quote Dr. Phil, “How’s that working out for you?” To answer truthfully, it’s not. Whatever you are doing right now, stop, focus and read what follows. We are throwing you a lifeline.

1. Disconnect. You heard us right. Turn off your email, Facebook, Twitter and any other technology for a period of time to allow you to fully focus on the task you are working on right now. Some researchers say each time you switch from reading and responding to an email back to your task, it takes up to eight minutes to refocus and return fully to where you were before you were interrupted.

2. Make a Plan and Work Your Plan. Disorganized multi-taskers don’t have time to create a list and prioritize the day’s activities . . . they are too busy trying to stay caught up by multi-tasking. It is imperative that you have a “to do” list and prioritize the list to keep you focused on the right tasks at the right time. Any list is better than none, but our favorite list is electronic, as it’s more efficient. Make it a habit to use a “to do” list and you’ll see your productivity improve and your stress levels decrease. To really reduce stress and maximize your effectiveness, plan the night before. You’ll sleep better not having to worry about what you might forget to do tomorrow.

3. Define the Task and Develop a Timeline. Now that you’ve developed your work plan, determine what task you should be working on right now. Focus. Consciously try to limit distractions. Switch off whatever technology you can to enhance your potential to focus specifically on this task or problem that needs your attention. As you think through the task, consciously set a time for when you will complete the task. Will it take 15 minutes of your time, or two hours? Our finding is that when you set yourself a time limit for completing the project, you generally finish the project within the timeframe, or even in less time than you had planned.

4. Start the Most Important Task First. Most of us start the morning with a review of our emails. Challenge yourself. Is this the best use of your time today? Would you be fresher, more focused and efficient if you spent the first hour of your day on your hardest or the most important task on your list? Even if you can’t complete the entire project in the hour you’ve allotted, you’ll be more motivated to return to it later if you’ve gotten a running start on the project.

5. Carve out Blocks of Time for Thinking. Complex projects and problems you are trying to resolve require quiet thinking time. Being constantly connected and “on” fractures your ability to focus and use higher level thinking powers. You need some quality down time to focus on the complex task or analyze the root cause of a significant problem. To enhance your creativity and problem solving abilities, you need uninterrupted time to daydream about solutions and brainstorm viable alternatives. Block off time for “Project XYZ” on your calendar. Close your door. Limit distractions. You’ll be amazed at how resourceful and productive you will be when you limit distractions and make time to just THINK.

To keep your sanity, reduce your stress and increase your productivity – unplug, disconnect and make some “off” time.