By now we all know that multitasking doesn’t actually work. While it keeps us busy, we should not confuse busyness with productivity. Multitasking may get stuff done, but it actually takes longer and the quality of the work suffers.
So instead, singletask. Do one thing at a time. Be productive by actually focusing on and finishing one task. Just one, and then move on to the next.
Unfortunately, this is easier said than done. There are a few things that could derail our attempts at focus and singletasking.
Challenge #1: Not knowing what needs to get done
If you don’t have a good handle on everything that’s on your plate, how do you choose the task that you should be working on? You may start working on something and then remember another, more important thing you need to do. So you switch to this second, more important task, until you remember another more urgent task that you then switch to. You now have three unfinished things on your plate and are probably feeling a little overwhelmed.
An easy fix for this is to create a list of things you need to do. The technology for this is not important, use what works best for you. This could be an electronic list on a device or a handwritten list on a piece of paper. What’s key here is to get a good overview of the things on your plate. This gives you the opportunity to pick the most important or urgent task to work on. And when you’re done, you can go back to your list and pick the next one.
Challenge #2: The quick ask
We’ve all been there: I have a quick question. Very seldom is that really a quick question. And sometimes, that quick question turns into an hour-long conversation or four hours of work.
Handle a quick ask with a quick assessment:
- Is this something that is more important or more urgent than what I’m currently working on? If it is, then you will have to deal with it. But don’t switch tasks before putting the current one away. Spend five minutes to close off your current task – save your work, write yourself a note on what needs to be done next. Do what you need to so that it will be easier to come back to it when you do.
- Is this something I can handle in under five minutes? If so, it’s probably better to get it over with. But if there’s any doubt whatsoever that it can be done in under five minutes, or if after spending the five minutes it turns out to be bigger than that, then put it off.
When a quick ask fails the quick assessment, then it needs to go on the list. Ask the person with the quick ask when they need this by. You’ll be surprised to find how often the answer is not “right now.” Understand the other person’s needs and timeline, add the task to your list and let the person know when you can reasonably get to their request. Then go back to your original task at hand. And don’t forget to deal with the ask when you said you would. This lets people know that you mean what you say when you tell them you’ll get to it at a later time.
Challenge #3: Distractions
In our very connected age, we get beeps and pop-ups about everything. The plethora of communication tools (phone, email, text messages, direct messages) steals our focus away from our task. And sometimes, one of these messages catches our eye and we engage with it, taking us away from the task at hand.
Proactively manage your communication tools. Set-up notifications so that only the most important messages pop up. Consider using something like the Pomodoro technique where you focus completely on the task for a period of time, say 20 minutes, and then take a break for five. And during those five minutes, you can go check all the other messages for anything that may need your attention. Even as you do this, you’ve already gained 20 minutes of focus time on your task. And during the 5 minute break, treat those messages as quick asks and see if they pass the quick assessment.
Singletasking is productive. You have less things on the go and weighing on you. Instead, you get the most important things done, done well and off your plate. Checking things off your task list gives you that sense of accomplishment. Being able to schedule those quick asks gives you a better control of your time and attention. And being proactive with your communication tools allows you to focus and leaves you less tired and stressed.
If you want to get stuff done, singletask.
