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 absolute 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. But juggling is not the same as multitasking. The following is a list of suggestions to help you multitask at work effectively.
Give yourself 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 hitting the ground running without a plan, hoping to get as much as possible done without a 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 where you work 20 minutes on one task, 20 minutes on another before coming back to the former. This way, two separate tasks will progress steadily. However this depends on the task at hand, as many might require your undivided attention.
Choose complementary tasks
Listening to a colleague and reading an email require similar kinds 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. When doing two things at once, find tasks that go with one another.
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. Allocating time for this kind of work may need to be coordinated with others you work with.
