Multitasking is not right for everyone, and it is not right for every task. It is counterproductive for certain people as it actually slows them down further while the quality of each separate task is lowered as well. There are certain tasks which require one’s full attention; there are tasks which do not complement one another simultaneously; there are tasks to be prioritised based on importance, time sensitivity, consequences of failure etc.
In today’s world we are all more or less used to juggling a number of things: work, classes, freelance work, family, meetings all the way in the other side of town. But juggling is not the same as multitasking. Following is a list of suggestions to help you multitask at work effectively.
Set goals: Before starting out on a busy day, set yourself specific and measurable goals. Know what you need to finish by day’s end, instead of going in gung ho with a plan to get as much as possible done and no clearly defined schedule.
Alternate projects: Alternate between projects instead of spreading yourself thin over a number of tasks simultaneously; figure out if you can fix yourself a routine, working 20 minutes on one task, 20 minutes on another before coming back to it. This way, two separate tasks will progress steadily.
Choose complementary tasks: Listening to a colleague and reading an email require similar kind of focus; for both tasks your brain is using verbal processing, which means you won’t be paying enough attention to either. Pair listening or reading with something physical like cleaning your workstation, signing or stamping documents, sealing envelopes etc.
Pair with interruptible tasks: Writing an email, getting on top of all your banking/VISA/driving license paperwork, organising your desk, cleaning up your documents are all interruptible tasks. Always pair with a task such as this that can be easily paused and resumed.
Trim the fat: The point of multitasking is to make the best use of your time. Before starting out on a list of insurmountable tasks, make sure they all belong there and you haven’t piled on things that don’t need to be addressed right away. The amount you are getting done is not an indication of how efficient you are being.
Schedule full-focus time-brackets: Preparing for a big client pitch, or a presentation in front of the entire office, or making a monthly status report for your supervisor are tasks that require attention. Make sure you make time in your schedule for tasks you will give your full attention to, and do not multitask at this time.
