In today’s business environment, where time management is always a priority, multitasking skills are expected.  However, studies have shown that distractions negatively affect productivity and efficiency.  Our brains can’t handle more than one problem well.  We can’t seem to be able to pay attention to multiple challenges. 

Individuals who can focus their attention have an advantage over those trying to multitask in chaotic work environments.

Still there are lots of us who think we have to multitask in order to get everything done. Here’s 10 tips that have been written for more effective multitasking:

1. Work on your most important task first thing in the morning. Give yourself a time frame to work on this task, either to completion or a reasonable stopping point. Next, move to the second highest-priority task. If you can gain a foothold on two or three important tasks each morning, you'll feel more available and in control of the rest of your day.
2. Use a capture tool, such as a handwritten notebook or computer program, for on-the-spot notes regarding what needs to be accomplished.
3. Use to-do lists for different contexts (phone calls, computer tasks, errands, home, team, recreation).
4. Plan your day in blocks, with open blocks for urgent issues that arise. Try half-hour blocks or hour blocks - whatever works best for you. If necessary, use a timer to alert you when it's time to move on.
5. Turn off all distractions when working on a task in a time block. Shut off email, the Internet and your cell phone. Let everything go to voice mail. Focus on your designated task without worrying about all the other stuff on your plate.
6. Plan for the urgent. When something unexpected pops up, take control by putting it on your agenda. Let people know you'll attend to them in 5 or 10 minutes, which gives you time to wrap up your current project. Deal with email and voice mail at regular, predetermined intervals.
7. When something interrupts you and it cannot be postponed, note where you are with the task at hand. Write down key words to facilitate returning to your ideas. This will save your brain some time in trying to reconstruct your previous processes.
8. Take deep breaths, stretch and allow frequent breaks to refocus on what really matters. Far too often, a task will take us down "rabbit trails" that don't lead to real results. Stay on target and focused by stepping back, reviewing and taking short mental breaks.
9. Don't try to finish everything at once. Working in intervals on specific parts of a task will give your subconscious mind the time it needs to reflect on and solve challenges.
10. Instead of multitasking, learn to delegate. Which parts of your workload can be handled by someone who would embrace the opportunity? Ask for help. You'll be surprised at how often assistance is available. You don't have to do it all.

Good luck, and let me know if I can help!

In our fast-paced world, it’s sometimes difficult to keep our mind focused in the midst of all our multiple demands.  The most productive people are those who concentrate on accomplishing a specific task from start to finish.  They maintain focus and momentum by asking themselves, “What’s next?”  and confidently moving on to the next item on their action list.  The first step to accomplishing more in less time is to maintain control over your environment rather than become stressed by it.  Here are 4 steps you can take to help:

1.      Focus on obtaining a specific result.  Keep yourself from feeling overwhelmed by working on one task at a time and staying focused on that task.  Set a specific time frame, even if it’s only 15 minutes, to achieve a specific result.

2.      Seek alternative ways to accomplish tasks and produce results.  Spending more time working on tasks doesn’t always translate into higher productivity.  Rather than spinning your wheels when you’re stuck on a particular problem, try different work strategies.  Take a minute to step back from your projects, look at the big picture and reconnect with your original inspiration and ideas.

3.      Unload your thoughts and link your various achievements.  Free up some mental space and relieve excess anxiety by writing down any obstacles or concerns you may have in a journal.  This clears your mind of clutter and empowers you to take focused action.  Try to relate the outcome of one accomplishment to your next undertaking.  When you discover how tasks are connected, your frustration level lowers.

4.      When interrupted, consciously mark where you left off.  Interruptions will occur.  Make it easier to return to tasks by writing down your next action step before taking that phone call or answering that email.  That way, you can lower your stress level and make the best use of your time when you return.

Don’t forget to schedule downtime for yourself.  It’s OK to postpone a return call or email if you need a minute to re-group.  Be sure to take care of yourself so you can approach each new challenge feeling refreshed and optimistic.