Everyone’s expected to multi-task. We take phone calls from clients while preparing for another meeting. We work on several computer files simultaneously, and frequently shift between documents, email, and internet research.
However, multi-tasking can be counterproductive—if it’s done the wrong way. We end up jumping in and out of a task, not really finishing anything, or not thinking things thoroughly. Since multi-tasking is a crucial part of the modern workplace, here are some life tips on hw to do it well.
Life tip # 1: Multi-task in chunks.
Don’t combine tasks that use the same skills or parts of the brain. For example, if we take a phone call while checking email, we’ll confuse or forget what we hear and read. Same thing goes for trying to talk to the kids about their day while watching TV, or sitting at a meeting while text-messaging clients.
The best combination is of a physical and a mental task. For example, most people don’t have trouble having a meeting over lunch—eating is a mechanical, physical task that doesn’t interfere with our ability to have a conversation. Sometimes, doing something mechanical can even improve your concentration because you get rid of restlessness or jitters. For example, try working out a draft of your presentation while exercising on the treadmill, or sort your receipts while making multiple calls where you know you’ll be put on hold for a long period of time.
Life tip # 2: Identify ‘dead time.’
‘Dead time’ activities include very mechanical and repetitive activities where your mind often goes blank (ex: brushing your teeth, vacuuming, waiting in line at the bank). Consider these as opportunities to do short mental tasks—not just work, but all the things you want to do but don’t have time for. Wish you had time to read a book? Get an audio version of the latest bestseller and listen to it while you clean the living room. Always wanted to start a business? Think of names for your company while sitting in traffic, or check the websites of potential competitors while waiting for you toenail polish to dry.
Life tip # 3: Make a list of little tasks.
Break down a big activity into smaller, manageable steps and squeeze them into ‘dead time.’ Let’s say you’ve always wanted to do your child’s baby scrapbook, but never have had the time. A scrapbook seems like a lot of work and effort, but it can really be divided into manageable steps: picking photos, picking matching paper and embellishments, sticking. Look for ‘dead time’ where your can do this—setting very clear and concrete goals. ‘I’ll sort through the photos of the first birthday party and organize into folders while having my lunch break.’ Or, ‘I’ll fill out the journaling tags while waiting for dinner to cook.’
Life tip # 4: Keep your tools ready.
Match an activity with ‘dead time.’ Do you want to make your sales calls while you’re on the treadmill? Keep a list of phone numbers posted on the wall next to your exercise machine. Want to be able to learn a new language? Post a list of vocabulary on your bathroom mirror and memorize them while brushing your teeth.
Life tip # 5: Balance multi-tasking with no-tasking.
Your mind works constantly, so unless you want it to “overheat” you need to balance multi-tasking with hours of complete rest and recreation. Here are some tips on how to de-stress after a long day, , articles on top stress-busting hobbies and relaxation techniques like sitting meditations and massage.
Photo from thesixchix.com