Multitasking Skills

What we think Multitasking Skills are:

Many people erroneously think Multitasking Skills are a good thing.  We put it on our resumes portraying it as a good thing.

• We mistakenly think we can do a whole bunch of things simultaneously and save time.
• We delude ourselves into thinking that being able to do several things at once is the advantage of living in this age.

What Multitasking Skills Actually Are:

When looked at objectively, it is clear that Multitasking Skills are actually a bad thing:

• Multitasking divides your attention to ensure nothing is done well.
• It damages productivity, creativity and innovation because the brain is designed to only do one thing at a time.
• Multitasking is a highly addictive, self-destructive behavior

Five Things to do Instead of Multitasking:

1. Delegate
2. Automate
3. Manage Expectations
4. Prioritize
5. Mindfulness

Delegate

Rather than try to do multiple things at once, see if you can stop doing some of those things:

• What can you get someone else to do?  Does someone else have the skills to do some of your tasks?
• What tasks are appropriate for your position?  In many cases people end up executing tasks that are far below their skill level, or below the level expected of their position.

Automate:

Putting in a load of washing while doing other things is an example of the positive potential of multitasking.  The automatic washing machine does not require your attention while it is doing its work – you simply need to set it up, and press “Start”.

• Are there tasks you are undertaking that can be automated?
• Are there tools you can use to improve efficiency of certain tasks?
• Be cautious that you do not get drawn to technology for its own sake.  Any technology must take LESS time and effort to be useful.

Manage Expectations

There may be some things you are doing that are unnecessary or being done to a degree that does not add value.

• Are you doing some things that you really shouldn’t be doing at all?
• Are there carry over tasks from a previous position?  Choose a date to stop doing these things.
• Do some stakeholders have unrealistic expectation of you or your group?  You need to address these expectation before it drives workload out of control.

Prioritize

It is quite likely you will never have enough resources to get everything done.  Those that succeed are those that correctly choose what to get done, and what to ignore.

• Focus – start every day by reviewing your big objectives for the year, and make sure any tasks you do that day are related.
• Filter – As emergent tasks present themselves, do not feel you have to do all of them.  Ask how this task fits into your larger priorities

Mindfulness

By focusing on one thing at a time, you will execute that task better and faster than by attempting to multitask.

• Dedicate 100% of your mental energy to the task at hand.
• Create methods to minimize distractions
  • An open office – put up a do not disturb sign if you are working on something that requires your full attention.  In the old days, we would have closed the door – find a way to create a “door”.
  • Email – turn off the chime that lets you know when an email comes in, and dedicate specific times to deal with email.  You likely do not need to be on constant call when it comes to email
  • Meetings – be very selective about the meetings you attend, and insist that those meetings start and end on time.

3 Things to Remember about Multitasking Skills:

1. Contrary to popular belief, multitasking is not a good thing
2. You will get more done by focusing your energy, rather than by diffusing it
3. Start with email and meetings

Watch the ‘3-Minute Crash Course’ about Multitasking Skills (CLICK THE ARROW TO START THE VIDEO):

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