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How do you NOT MULTI-TASK?

How do you keep focus when multiple demands constantly hit your desk? Recently it was in the news that Stanford University researchers pinpointed multi-tasking as a “bane not a blessing.” “Everything distracts them” was said about people who listen to I-Pods while watching online video, texting, checking email and firing off Facebook updates. Testing also showed that multi-taskers weren’t superior when it came to remembering or organizing information.

For many of us who work in a medium to small business and wear several hats, multi-tasking is a necessary fact of life. I am now imbedded in three immediate tasks. I started payroll tasks, and then IT needed to reboot the server. I started calculating support costs for a client and needed input from a technician who is tied up with other duties. As down time appears for one task, I jump into the next–all while email dings and the phones ring. At the end of the day, it is a challenge to work my way out of the nested loops I have created. I review completed tasks for continuity to check if each separately completed piece flows and connects with the others. Sound familiar?

How do I cope? Over the years I have found some simple ways to “find focus” in the midst of a multi-tasking environment.

MAKE A LIST!
1. Make a list of tasks to accomplish TODAY.
2. Prioritize the list
3. Work the list from the top priority down.
4. Smile at new demands
5. Rework the list
6. Get back to the PRIORITY task
7. Finish the task at hand
8. Cross the task off the list

Actually write down the list and keep it on the desk next to you. Studies have also proven that stress causes forgetfulness! Having the written list reminds you what task you SHOULD be accomplishing while other demands are swirling around you.

The biggest challenge after making the list is finding the time to work the list. How do you create the time?

Create some FOCUS TIME: I remember my time at a small weekly community newspaper. We did our own black and white film development in a darkroom (remember film in cameras?). Everyone knew NOT to open the darkroom door because the photos for the week may be ruined. In the midst of intense deadline pressures, one of the owners would make focused time to write her stories by going into the darkroom and closing the door. It was not a comfortable solution, but a simple one. No one was disturbed while they were in the darkroom. She did not have to answer the phone and was not interrupted by walk-in customers or other staff members. She found dedicated time to write. She found a way to put up her red flag that said “Do Not Disturb.”

Back to the Future, how do we take that example to create FOCUS TIME? TURN OFF the cell phone, email, and all instant messaging and set the telephone to “do not disturb.” As long as others know when you will be available, they can usually adjust their needs to accommodate your time. Technology lets you easily communicate with “do not disturb” or “away” messages on email, instant messaging, etc. Close the office door or put up a RED FLAG on your desk to let colleagues know that you are not to be disturbed. Now you have time to focus on the task at hand and you can start to cross those tasks off the list.

Start by creating maybe an hour each day of focused work. Then, after basking in the satisfaction of actually accomplishing an identified task and crossing it off the list, contemplate how you might expand the amount of FOCUS TIME you have. Schedule your FOCUS TIME in your calendar and plan for it. Set or negotiate more “do not disturb” time for the phones or other office demands. Check your email only at several designated times of the day. Communicate with others when your availability is limited. And I will repeat, as long as others know when you will be available, they can usually adjust their needs to accommodate your time.

Then enjoy the satisfaction of a task focused and well-done.

By Diane Essington
Office Manager
ICS Support, Inc.