Is multi-tasking a skill we really want to improve upon? In a two-day seminar I recently taught the administrative professionals in the class spent a lot of time debating the pros and cons of multi-tasking. For instance, while participants said they were overworked and had to be five places at the same time or get cloned, they unanimously talked about the need to be more centered, taking the time to relax, focus and smell the roses (or flower of choice). Seems when we end up on too much of a treadmill we accomplish what needs accomplishing, but we gulp down our days and weeks so absent-mindedly that we can’t even tell you the last time we relaxed or read a novel or had a non-stressed lunch.
Let’s look at multi-tasking from a slightly more centered approach. It’s crucial to balance our priorities at work, and we often wear lots of hats in the process. But it’s also a good idea to program ourselves to fit in some quiet time somewhere, somehow. It’s amazing how much more effective (and efficient) we are when we allow a little recess in the middle of all the activities. Probably our first grade teachers knew what they were doing when they let us go play in the morning and afternoon, not to mention the benefits of milk and cookie breaks now and then. By the way I know how difficult it is to actually take a break in the middle of the day, probably feels impossible. But anything else you thought was important enough you have managed to create in your day, so this too could be accomplishied.
So what are some smart ways to multi-task, stay focused and not work 18 to 20-hour days in the process? Here’s a short list:
Get others involved. This may not seem logical if you work alone, or never have the opportunity to delegate in your department. BUT, look a little deeper. In fact anytime you’re looking for additional solutions, go five “why’s” deep to see if you can uncover additional answers. Obvious ideas are…if you get stuck buying or changing toner in the copy machine, can you set up a system with other administrative professionals? If you spend a great deal of time making travel arrangements, is there an agency to use or can you swap some tasks with others to keep you from being interrupted so often while you make your bosses’ travel plans?
Maybe getting others involved means getting one good multi-tasking idea from everyone you know. In accelerated learning the mantra is to look outside your area of expertise for additional answers. What does a teacher do to multi-task better? A CEO? A waitress? A fireman? You might be amazed at their collective answers.
Don’t duplicate tasks. Print out what tasks you’re working on and make sure your boss/bosses are on the same page. When you’re focusing on one area and your boss is heading a different direction, it wastes valuable time. Remember we know this already, but we get so busy trying to stay on top of things that we often assume we’re on the same page as our bosses, and it can be a big mistake!
Check out various software programs. Outlook, for instance, can help you get a better perspective on your priorities. Ask others, find out what they use and recommend.
Use visuals. Sometimes a chart can help you get a clearer idea of the order of tasks, especially if you’re juggling several projects. With a flow chart, for instance, you map out the order of sequences in a task. With a mind map you get to randomly list all steps in a project, and then reassign them in their order of importance. Check out the various programs for Mac and PC’s that offer this service.
Make lists. I saved this for last because we all know we need to list our priorities in order of importance. And even though we know the importance of creating a prioritization list, it’s a good idea to remind ourselves of how practical it is. This same list should be shared with all bosses, and if you work with non-communicative people, the list should be checked against their priorities at least twice a day, more often if necessary. Depending on the need and time, you can break your list down by daily or weekly tasks, by ABC categories or any other system that helps keep you focused on the projects.
Best regards,
~ Jennifer
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