In most cases, multitasking only accomplishes one thing: it gets more things done poorly. However, there is a way to do multitasking that can increase productivity.
When running a small business, everyone and everything demands your attention all at once. With so much to do against so many distractions, it’s amazing that anything gets accomplished well. The answer can be multitasking, but it’s important to clarify what multitasking should be and just what can never ever happen.
If you are constantly shifting back and forth between tasks or allowing interruptions to determine what gets done, you are doing multitasking wrong. This type of activity has been reported to cause as much as a 40% reduction in productivity. Not surprisingly, it also increases the incidents of mistakes and errors.
While people shouldn’t perform several tasks at once, they can manage several tasks at one time. Multitasking should be thought of as a system for being able to make quick decisions about the importance and sequence of tasks, and then proceeding to complete those focused tasks efficiently.
Here are steps for doing multitasking right:
- Prioritize. Make a short list of the things to be accomplished (five or less) and which needs to be accomplished first.
- Organize. Once tasks are prioritized, decide which tasks on the list can actually be done together. This is efficient and saves more time than starting and stopping different activities. For example, instead of calling four prospects at random times throughout the day, set aside two hours to make the four 30 minute phone calls back-to-back. Also, checking email only two to four times a day is more productive then looking at each notification.
- Focus. Complete the task at hand and don’t think of all the other things that need to get done. Block out all other interruptions. Everything should be on the prioritized to-do list and out of mind until the more important tasks are complete.
- Finish what you start. Going back and forth between tasks wastes time because it ends up being more difficult to complete the task when you try to go back to it. Aim to finish the task, in one or two work sessions, before moving on to another one.
- Delegate. There is a certain point where not even operating at 100 percent efficiency can get everything done. It’s important to recognize as soon as you can’t do everything yourself. The best course of action is to delegate your tasks to employees and other outside resources.
This is what multitasking should look like. The sooner you stop doing multiple things at once and start managing multiple things at once, the better off your businesses will be and the more you will actually get done.