5 Ways to be Productive and Stop Trying to Multitask
Understanding productivity and how it works has become a keen interest of mine. It is not even because I think I need to be more productive, even though I do always challenge myself that way. I am genuinely interested in the topic. The idea of productivity is a bit of a unicorn in our society today. It is a symptom of an overworked, always on, too much to do culture. It seems we are always being asked to do more with less. In the case of time, it is, more accurately, do more with the same. Time does not expand and contract. It is finite, and unchangeable. Neither the clock nor the calendar stop. One-hundred and sixty-eight hours is what we all get each week.
What we get done is largely a choice, though occasionally, we abdicate our agency in that decision to those around us. “What does that mean,” you ask? Our calendar often times becomes full at the will and whim of others. You’re (I stress YOU) here because, your calendar, should, indeed be your own. If it is filled with meetings or activities assigned by other people, take some time and fix that. Really. Pause here, address your calendar. I’ll wait…
The reality is, we will always have some meetings that we need to have assigned by others. However, we do not need to submit to the idea that all of our time needs to be handled that way. If you are a multi-unit leader, and even sometimes in a store, this can come in the form of extra conference calls, team meetings, or required follow-up sessions. Those invade your schedule, and reduce the time you have to address the things you see as priorities. There are ways that this can be addressed, for the sake of sanity, as well as in the name of productivity. Here are a few things that you can try to regain control of more of your time throughout the week.
Plan your day and time
I always come back to planning. If you do not even know how you would choose to spend your time, you’re already losing the battle. I understand that planning can seem like a waste of the precious thing you are trying to preserve, but I can attest to my most productive days starting with a plan. Knowing what you need to do, want to do, and have to do are the first steps in getting any of those things completed. Plan by day, plan by time, and even plan by activity. This gets it in front of you, and helps you see clearly a list of what you believe to be most important for yourself.
Time blocking and batch working
Working the calendar goes beyond seeing appointments on a particular day of the week. Your calendar can be a powerful tool for productivity when used effectively. Blocking time for specific actions is a great way to both ensure you have the time needed, and to define what it will be used for. When you can work on similar things together, it multiplies the output. Batching coaching conversations, for example, can ensure you are in the right mindset for those discussions. Or, if you are preparing for those sessions and writing out notes, doing that all together for your team can help speed the process along. You already have the materials and information you require ready, why not leverage that across multiple people or tasks.
Pomodoro timers
Batching, as I mention above, allows you to maximize the set up time, or the resources you need across many outputs. Using time that way can also benefit your productivity. That is how I think of using the pomodoro technique. By setting a specific work window of time, say fifty minutes, I can have exactly what I need together for that window of time. Then, taking a short five or ten-minute break at the end of fifty minutes can keep you in the same mindset, yet not burn out on the work. (Twenty-five work minutes, and five-minute breaks are also a common choice — but you can make them whatever works for you.)
Eliminate distractions (block websites if necessary)
Planning and using a timer can help set the stage for deep work, but you need to take additional steps as well. Distractions are akin to multitasking. We can really only focus on one thing at a time. As part of your plan, and as a preparation for whatever your work sessions may be, build a step in to eliminate any distractions. It could be as simple as closing the door to your office, finding a quiet spot away from your store, or simply turning off your phone. Yikes, I know that sounds dramatic…really, turn my phone off. Yes. Or at least turn on Focus Mode and block out everything except emergencies. No dings, blips, bells, or whistles. If you are working on your computer, close out email, messages, social media. You want to only have the application you are working on directly available to you. That will ensure there are no temptations or accidental attention grabbers while you work. You may be amazed at how much this helps to get things done faster, as well as with higher quality.
Determine specifically what you’re working on first
This one may sound silly, and if you have done proper planning, redundant, but before you start working on something, define exactly what you will be doing and what you expect to happen at the end. This can be difficult, and it is even a barrier to getting started sometimes. And, if that is the case (as I find myself in sometimes), define what the first step will be. If I have a big project I will be working on, perhaps a presentation, just getting the first slide or topic define is what helps me get past worrying about everything else. Momentum will kick in, but you need to know what you are specifically starting on first get that ball rolling.
Productivity is not just about time management. They work hand in hand, but what you choose to get done with your time will ultimately be what defines your productive output. The tips above are only meant to help you get started and help remove the temptation of the mythical multitasking approach. Narrow your efforts to a singular approach, and you’ll see your outputs leap ahead.
This miniseries look at productivity will continue with a more in-depth look at how having a single focus can help you get further faster on what matter the most.
How can you eliminate distractions and move further away from trying to multitask in your role?
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