When your to-do list reaches epic proportions, the only way to get ahead is to tackle multiple tasks at once. Effective multitasking is a tricky undertaking — done incorrectly, it can damage productivity rather than improve it. With planning and careful task selection, you can learn how to manage several tasks simultaneously.
1. Organize
Not all tasks are suitable for effective multitasking, as some require complete concentration. For example, you can multitask while cleaning your email inbox but not while writing a project proposal that requires complete focus. Go through your to-do list and identify tasks that don't require your full concentration.
2. Group Related Tasks
Look at your list of tasks that don't require full concentration, and choose two or three that are related. Similar tasks are easier to do concurrently because they require less of a mental shift. For example, you can easily respond to several different emails about the same project while skimming through company-related Facebook or Twitter posts.
3. Work on Dependent Tasks
Some tasks are dependent on each other, making it difficult to do one until the other is finished. Save time by taking care of both items at the same time. Call a vendor and update a project quote, or edit your calendar while discussing a project timeline with a colleague.
4. Find a Quiet Space
Effective multitasking is mentally taxing, so you can improve your success rate by working in a distraction-free place. Don't try to multitask in a busy open office — instead, shut yourself in the conference room, or wait until you get home. When necessary, silence all of your electronic alerts and close your office door.
5. Combine Personal and Professional Tasks
Non-work times offer some of the best opportunities for effective multitasking. Reply to emails on the train ride to and from work, or take calls in the car. At the gym, read reports or review memos while on the treadmill or elliptical machine.
6. Install a Second Monitor
If you spend most of your time at a desk, consider installing a second computer monitor to get more done. The extra screen space enables you to keep multiple projects open at once, making it easier to switch between tasks without hunting through different tabs or windows.
7. Know Your Power Hours
Every professional works best at different times. Identify the times when you tend to have the most focus, and allot them to projects that require full concentration. Then, slip lower-priority multitasking work in throughout the day to practice effective multitasking. This step enables you to juggle tasks without decreasing productivity.
8. Take Breaks
Tackling multiple projects at once can be exhausting. Help your brain recover and reset by taking breaks. During a break, detach completely. Look out the window for a few minutes, or leave your phone at your desk and go for a stroll. These small periods of downtime help you feel less overwhelmed and make work easier to manage.
Effective multitasking can help you meet deadlines and manage a large workload. With practice and careful planning, you can master the art of professional task juggling.
Photo courtesy of stockimages at FreeDigitalPhotos.net
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